Assistant Facilities Administrator

<p>Role Overview</p><p>Tonbo Imaging is looking for a proactive and organized <strong>Admin Assistant</strong> to manage front office operations and provide day-to-day administrative support at our Gurgaon office. The role involves coordinating office activities, supporting employees and visitors, and ensuring smooth functioning of administrative processes.</p><p>Key Responsibilities</p><ol><li><strong>Front Office Management</strong></li></ol><ul><li>Manage reception/front desk, greet visitors, and handle incoming calls.</li><li>Handle incoming/outgoing correspondence (emails, letters, messages) professionally.</li></ul><ol><li><strong>Office Administration & Supplies</strong></li></ol><ul><li>Maintain stock of office supplies, stationery, and pantry items.</li><li>Coordinate with vendors for procurement and timely replenishment.</li><li>Ensure proper upkeep of office equipment and coordinate basic maintenance.</li></ul><ol><li><strong>Travel & Logistics Support</strong></li></ol><ul><li>Assist in booking travel, accommodation, and local transport for employees and visitors.</li><li>Coordinate schedules, itineraries, and related documentation as needed.</li></ul><ol><li><strong>Courier & Document Handling</strong></li></ol><ul><li>Manage courier services and postal dispatches.</li><li>Track incoming and outgoing documents and ensure timely distribution.</li></ul><ol><li><strong>Vendor & Facility Coordination</strong></li></ol><ul><li>Liaise with housekeeping, security, facility management, and other service providers.</li><li>Escalate issues related to office premises, infrastructure, and services to Admin/HR.</li></ul><ol><li><strong>Documentation & Filing</strong></li></ol><ul><li>Maintain organized filing systems (physical and digital) for admin documents.</li><li>Support preparation of basic reports, letters, and documentation as required.</li></ul><ol><li><strong>Meetings & Events Support</strong></li></ol><ul><li>Coordinate meeting room bookings, set-up, and basic hospitality.</li><li>Assist in organizing internal meetings, small events, and team gatherings.</li></ul><ol><li><strong>Office Upkeep</strong></li></ol><ul><li>Ensure cleanliness and basic maintenance of the office premises.</li><li>Monitor common areas and coordinate corrective actions where required.</li></ul><ol><li><strong>Attendance & HR Admin Support</strong></li></ol><ul><li>Maintain employee attendance records in coordination with HR.</li><li>Support basic HR/admin activities such as joining formalities assistance, ID cards, etc.</li></ul><ol><li><strong>General Administrative Support</strong></li></ol><ul><li>Perform any additional admin/office support duties assigned by management.</li></ul><p>Skills & Competencies</p><ul><li><strong>Communication:</strong></li><li>Good verbal and written communication skills in <strong>English and Hindi</strong>.</li><li><strong>Organization & Multitasking:</strong></li><li>Strong organizational skills with the ability to prioritize and handle multiple tasks.</li><li><strong>Confidentiality:</strong></li><li>Ability to manage sensitive and confidential information with discretion.</li><li><strong>Interpersonal Skills:</strong></li><li>Professional, polite, and approachable behavior with staff and visitors.</li></ul><p>Computer Skills</p><ul><li>Proficiency in <strong>MS Office</strong> – Word, Excel, PowerPoint, Outlook.</li><li>Comfortable with email, basic spreadsheets, and maintaining digital records.</li></ul><p><br></p><p> <strong>Location:</strong> Gurgaon (Delhi-NCR) – Tonbo Imaging Office</p><p> <strong>Department:</strong> Administration</p><p> <strong>Experience:</strong> 2–5 years</p><p> <strong>Education:</strong> BA / B.Com (or equivalent)</p><p></p>