Office Assistant

Job Description

We are seeking an Office Assistant to join our team in Pune, India, supporting the day-to-day administrative and office operations of Customized Energy Solutions India Pvt. Ltd. This is an onsite role requiring 5 days a week working from the office.

The ideal candidate brings strong execution and coordination skills, with the ability to manage multiple administrative responsibilities efficiently. The role will involve maintaining operational trackers, monitoring expenses, and contributing to cost optimization and process improvements through better practices and adoption of tools and technologies, while ensuring consistent and reliable office operations.

Key Responsibilities

Office Operations & Facilities

• Support day-to-day office operations by ensuring a clean, organized, and well-maintained workspace, including supervision of housekeeping staff and service quality
• Coordinate with facility management for maintenance, repairs, and infrastructure-related issues across office and lab facilities.
• Monitor and track facility-related activities such as CCTV, fire safety systems, pest control, AC servicing, and repairs.
• Manage front desk operations including visitors, calls, and courier handling
• Coordinate with internal teams (Associate Care, Finance, IT) for administrative support

Inventory, Assets & Vendor Management

• Manage inventory of office supplies, IT equipment, and consumables, ensuring availability and proper tracking of assets
• Maintain and update trackers for inventory, AMC contracts, expenses, and service schedules
• Coordinate procurement, distribution, and delivery of office assets (laptops, docking stations, monitors, ID cards, visiting cards, brochures, and event kits) to associates
• Coordinate with vendors for supplies, maintenance, transport, and other services
• Handle vendor documentation, renewals, and external coordination (LIC, bank, notary visits)

Associate Care & Support

• Assist in onboarding activities including workstation setup, joining kits, and IT coordination
• Support associates with queries related to travel, accommodation, insurance, and office facilities
• Manage employee insurance processes (addition/deletion) and coordinate with agents/TPA

Travel, Events & Logistics

• Manage accommodation & travel for new joiners, associates and guest.
• Assist in the arrangement and logistics of meetings, events, and engagement activities, including coordination of materials, printouts, and hospitality

Documentation & Financial Support

• Maintain records of vendor bills, invoices, and office documents
• Manage petty cash, track expenses, and support basic banking activities like submission of documents.

Process Improvement & Efficiency

• Maintain operational trackers (expenses, inventory, AMCs)
• Identify opportunities for cost optimization and process improvements
• Support adoption of tools and systems to enhance efficiency

Qualifications

• Graduate in any discipline (BBA/B.Com preferred)
• 3–6 years of experience in Admin / Office Management
• Strong written and verbal communication skills in English
• Good working knowledge of MS Office, MS Excel, Travel Booking Portals etc
• Strong coordination and vendor management skills, including negotiation

Additional Information

This role requires occasional travel  within and outside Pune.

Customized Energy Solutions provides equal employment opportunities to all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.