Administration Associate Contract

Forbes Advisor is an initiative for consumers under the Forbes Marketplace umbrella that provides journalist- and expert-written insights, news and reviews on all things personal finance, health, business, and everyday life decisions. We do this by providing consumers with the knowledge and research they need to make informed decisions they can feel confident in, so they can get back to doing the things they care about most.

We are looking for a proactive and detail-oriented professional to manage end-to-end office administration and workplace operations for our Mumbai office. This role will be responsible for ensuring seamless day-to-day functioning, providing employee support, managing vendors, and maintaining a well-organized and efficient workplace environment.

Responsibilities

• Oversee the day-to-day administration and operations of the Mumbai office
• Act as the primary point of contact for employees for all office-related queries and support
• Coordinate with employees, vendors, building management, and internal stakeholders for smooth office functioning
• Manage office infrastructure, seating arrangements, access cards, and workspace requirements
• Handle asset management including inventory tracking, allocation, audits, and documentation
• Support employee onboarding and offboarding from an administration perspective
• Manage travel arrangements (flights, hotels, transfers) and provide end-to-end travel support
• Process travel reimbursements and maintain travel records as per company policies
• Coordinate couriers, shipments, and documentation requirements
• Support procurement activities including vendor coordination, quotations, and purchase requests
• Manage office supplies, pantry, and inventory replenishment
• Track vendor invoices, service schedules, and support payment coordination
• Ensure timely resolution of office maintenance and facility issues
• Maintain administration trackers, reports, and documentation with high accuracy
• Assist in organizing employee engagement activities, town halls, and office events
• Support compliance requirements related to administration and facilities
• Ensure adherence to workplace policies, health & safety standards
• Provide administrative support to leadership and business teams as required
  
  

• 2–3 years of experience in Administration / Workplace Operations / Facilities / Office Management
• Strong communication and stakeholder management skills
• Excellent coordination and follow-up abilities
• Proficiency in Microsoft Excel and Word
• Experience in travel coordination and vendor management
• Basic knowledge of asset management and inventory tracking
• Ability to multitask and manage priorities independently
• Strong attention to detail and documentation skills
• Positive attitude with a service-oriented mindset