The Office Assistant will support the smooth day-to-day functioning of the Nashik office by managing office administration, facilities coordination, vendors, supplies, procurement, employee workplace support, documentation and operational logistics. This is a hands-on role requiring strong organization, follow-through, practical problem-solving and the ability to independently coordinate multiple office-related requirements.
Office Administration & Facilities
• Manage day-to-day administrative activities and ensure the office remains clean, safe, organized and functional.
• Coordinate housekeeping, maintenance, internet, utilities, security and other office services.
• Coordinate repairs, maintenance requests and infrastructure-related requirements and follow through until closure.
• Maintain office supplies, stationery, consumables and basic office inventory; identify replenishment requirements and place orders.
Vendor & Service Provider Coordination
• Coordinate with office vendors and service providers for routine and ad-hoc requirements.
• Obtain quotations or relevant service information when required and coordinate service delivery.
• Follow up on pending vendor issues and ensure timely resolution of operational concerns.
• Maintain vendor-related records, documents and service information.
• Coordinate with Finance on invoices, supporting documents and payment follow-ups.
Employee & Workplace Support
• Serve as the first point of contact for employees for office and workplace-related requirements.
• Support joining arrangements such as workspace setup, access, materials and other office logistics.
• Coordinate meeting rooms, seating arrangements and common workplace requirements.
• Support office events, team gatherings and employee engagement activities.
• Help ensure a professional, organized and employee-friendly in-office experience.
Administrative & Operational Coordination
• Maintain office records, documentation, trackers and administrative files.
• Support leadership and teams with scheduling, coordination and logistics as required.
• Assist with travel and accommodation arrangements when needed.
• Coordinate office-related procurement and follow up on pending operational requirements.
• Coordinate across People & Operations, Finance and other teams to close office-related requests.
Compliance, Safety & Workplace Readiness
• Maintain relevant office documentation and records.
• Support basic workplace safety, emergency preparedness and compliance-related requirements applicable to the office.
• Identify operational gaps proactively and coordinate corrective action.
General Office Support
• Handle routine correspondence, documentation and administrative follow-ups.
• Support visitors, meetings and general office coordination when required.
• Take ownership of day-to-day office issues and ensure timely closure rather than only escalating them.
Requirements
• 2+ years of experience in office administration, administrative support, office operations or facilities coordination.
• Hands-on experience coordinating vendors and service providers.
• Experience managing office supplies, procurement, records and routine operational requirements.
• Experience in a small or mid-sized organization, NGO, startup, professional services or similar environment is preferred.
• Strong organization and follow-through
• Vendor and stakeholder coordination
• Clear verbal and written communication
• Attention to detail and documentation discipline
• Practical problem-solving and ownership
• Ability to manage multiple priorities independently
• Basic proficiency in Google Workspace / MS Office, Excel or Google Sheets
• Comfortable working in an in-person office environment
Benefits
- Great work culture
- 5 days working
- Group Medical Insurance
Skills Required
- Graduate or diploma qualification, or equivalent relevant administrative experience
- 2+ years of experience in office administration, administrative support, office operations, or facilities coordination
- Hands-on experience coordinating vendors and service providers
- Experience managing office supplies, procurement, records, and routine operational requirements
- Experience in a small or mid-sized organization, NGO, startup, professional services, or similar environment
- Strong organization and follow-through
- Vendor and stakeholder coordination skills
- Clear verbal and written communication
- Attention to detail and documentation discipline
- Practical problem-solving and ownership
- Ability to manage multiple priorities independently
- Basic proficiency in Google Workspace, Microsoft Office, Excel, or Google Sheets
- Comfort working in an in-person office environment
What We Do
Intelehealth is a technology non-profit that improves access to primary healthcare in underserved regions worldwide through its innovative, open-source telemedicine platform, connecting last-mile populations with quality healthcare.
