Administration Officer

Job Summary:

The Community Coordinator / Field Worker will manage community outreach and support activities for the Spinal Cord Injury Rehabilitation Program. This role involves working directly with individuals with spinal cord injuries, their families, and the community to provide resources, support, and education. The coordinator will also collaborate with healthcare providers, therapists, and community organizations to ensure comprehensive rehabilitation services.

Key Responsibilities:

The Administration Officer will be responsible for managing the day-to-day administrative operations of APD's Pune office, ensuring smooth, efficient and well-organised functioning of the workplace. The role will involve office administration, facilities coordination, documentation, communication, scheduling, vendor coordination and administrative support to staff and programme teams.

The ideal candidate will be highly organised, proactive and detail-oriented, with strong communication and coordination skills and the ability to manage multiple administrative responsibilities effectively.

Office Administration

·       Manage the day-to-day administrative operations of the Pune office.

·       Ensure the office is well-maintained, organised, safe and conducive to productive work.

·       Coordinate office supplies, stationery and other administrative requirements.

·       Monitor office equipment and coordinate repairs, servicing and maintenance as required.

·       Liaise with building management, maintenance teams, service providers and vendors.

·       Maintain appropriate records of office assets, equipment and administrative inventories.

·       Ensure timely availability of essential office facilities and services.

Communication & Coordination

·       Handle routine office correspondence, including emails, telephone calls, courier and postal communications.

·       Coordinate internal and external communication related to administrative matters.

·       Receive visitors and provide appropriate assistance and information.

·       Coordinate with staff members and programme teams to facilitate smooth office operations.

Meetings, Travel & Scheduling

·       Schedule and coordinate meetings, appointments and internal events.

·       Arrange travel, accommodation and local transportation for staff and visitors when required.

·       Coordinate meeting rooms, logistics, refreshments and other arrangements for meetings and events.

·       Maintain calendars and schedules as required.

Documentation & Records Management

·       Maintain and organise physical and digital administrative records.

·       Ensure proper filing, indexing and retrieval of documents.

·       Assist in preparing reports, presentations, letters, minutes and other administrative documents.

·       Maintain confidentiality of organisational and employee-related information.

·       Support documentation required for internal reviews, audits and compliance processes.

Vendor & Facility Management

·       Coordinate with vendors and service providers for office-related requirements.

·       Obtain quotations and support the procurement process as per organisational procedures.

·       Track service agreements, renewals and maintenance schedules.

·       Maintain records of purchases, service requests and vendor documentation.

·       Follow APD's administrative and procurement policies and procedures.

General Administrative Support

·       Provide administrative support to management, programme teams and other departments as required.

·       Support the organisation of workshops, training programmes, events and staff meetings.

·       Assist with onboarding-related administrative requirements for new employees.

·       Support process improvements to make administrative operations more efficient.

·       Undertake additional administrative responsibilities assigned by the reporting manager.