The Role
Manage daily office operations, vendors, procurement, inventory, payments, facilities, travel, accommodation, events, documentation, and administrative reporting. Coordinate with internal teams and external stakeholders, oversee office upkeep and safety, track budgets and expenses, negotiate vendor terms, and ensure timely resolution of operational issues and compliance requirements.
Summary Generated by Built In
Job Title: Office Administrator
Location: Coimbatore, Tamil Nadu
Workplace Type: On-site
Employment Type: Full-time
Job Purpose
The Office Administrator is responsible for the smooth day-to-day running of office operations at iamneo. This role owns vendor management, procurement of office stock and supplies, initiation of vendor payments, coordination between internal teams and external stakeholders, and management of employee/guest travel, accommodation, and logistics. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple vendors and priorities simultaneously.
Key Responsibilities
- Office Operations: Oversee day-to-day administrative functioning of the office, ensuring a clean, safe, and well-equipped workplace.
- Vendor Management: Identify, onboard, and manage vendors (housekeeping, pantry, stationery, courier, AMC, coworking/facility providers, etc.); track contracts, renewals, and SLAs; benchmark and negotiate rates periodically.
- Stock & Procurement: Maintain inventory of office supplies and consumables; raise purchase orders, track stock levels, and ensure timely replenishment without overstocking.
- Vendor Payments: Verify vendor invoices against POs/contracts, initiate payment requests, and coordinate with Finance/Accounts for timely processing and reconciliation.
- Stakeholder Coordination: Liaise with internal teams (HR, Finance, IT, Facilities) and external stakeholders (vendors, landlords, service providers) to resolve day-to-day operational issues.
- Travel & Accommodation: Arrange and manage travel bookings, hotel accommodation, and local logistics for employees, interns, and guests, ensuring cost-effectiveness and policy compliance.
- Facilities Management: Coordinate repairs, maintenance, and upkeep of office premises, equipment, and assets; manage access control and safety/security protocols.
- Documentation & Compliance: Maintain vendor agreements, admin records, and expense trackers; ensure compliance with internal policies and statutory requirements where applicable.
- Events & Meetings Support: Coordinate logistics for internal events, leadership visits, and meetings, including seating, catering, and equipment setup.
- Budgeting & Reporting: Track admin expenses against budget and provide periodic reports to management on vendor costs, stock consumption, and operational spends.
What We're Looking For
- Strong working knowledge of MS Excel and MS Office suite (Word, PowerPoint, Outlook).
- Good working knowledge of computers and general office productivity/collaboration tools.
- Prior experience with vendor negotiation, contract handling, and procurement processes.
- Strong coordination and stakeholder management skills across internal and external parties.
- Excellent verbal and written communication skills (English; Tamil preferred given local vendor coordination).
- Strong multitasking, prioritization, and problem-solving abilities in a fast-paced environment.
- High attention to detail and ownership mindset for end-to-end task closure.
- Basic understanding of invoicing, payment cycles, and vendor reconciliation.
Qualifications & Eligibility
- Graduate in any discipline; a degree/diploma in Business Administration is an added advantage.
- 5–6 years of relevant experience in office administration, facilities, or vendor management, preferably in a mid-to-large sized organization.
- Based in or willing to work out of Coimbatore, Tamil Nadu.
Key Attributes
- Proactive and self-driven, able to work with minimal supervision.
- Trustworthy and discreet in handling payments and vendor negotiations.
- Calm under pressure, especially while managing urgent operational issues.
Skills Required
- Graduate in any discipline
- 5-6 years of relevant experience in office administration, facilities, or vendor management
- Based in or willing to work out of Coimbatore, Tamil Nadu
- Strong working knowledge of Microsoft Excel and Microsoft Office suite, including Word, PowerPoint, and Outlook
- Working knowledge of computers and general office productivity and collaboration tools
- Experience with vendor negotiation, contract handling, and procurement processes
- Strong coordination and stakeholder management skills
- Excellent verbal and written English communication skills
- Tamil language proficiency for local vendor coordination
- Multitasking, prioritization, problem-solving, attention to detail, and ownership skills
- Basic understanding of invoicing, payment cycles, and vendor reconciliation
- Degree or diploma in Business Administration
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The Company
What We Do
iamneo.ai is an AI-powered EdTech SaaS company that helps enterprises and universities build technical talent through learning, skills assessment, and placement solutions. Its platform supports talent upskilling, assessment, and transformation, including automated evaluation at scale and a sandbox environment covering more than 110 programming languages. The company serves the ITeS, BFSI, and education sectors with scalable digital tools for employability.
