Executive Assistant Cum Office Administrator

Location: Mumbai, India. Working from Thane office

Job Status: Permanent

Sector: MEP Design Consultancy Engineering Firm

Salary: Competitive & negotiable

Job Title: Office Administrator cum Executive Assistant

About Us:
Deerns India is part of Deerns Group, a Europe-based, 96-year-old engineering consultancy with a strong legacy in delivering high-quality, sustainable design solutions. Our expertise spans across Mechanical, Electrical, and Plumbing (MEP) engineering, with a focus on data centers, healthcare, aviation, and high-tech sectors. With a commitment to excellence and innovation, Deerns India collaborates closely with clients to offer advanced engineering solutions tailored to the unique needs of the Indian market.

As we continue to expand our presence in India, we are dedicated to creating a positive impact through efficient, environmentally conscious, and forward-thinking engineering solutions. Joining Deerns India means becoming part of a global team of experts committed to shaping a sustainable future.

Job Summary:

We are looking for a proactive and organized Office Administrator cum Executive Assistant to support our HR and administrative functions. This role involves managing day-to-day office tasks, assisting HR activities, coordinating travel arrangements, handling office maintenance issues, providing support to overseas locations etc. The ideal candidate will play a critical role in ensuring the smooth operation of our office and supporting the needs of our directors and employees.

Key Responsibilities:

• Manage office supplies, maintain inventory, and handle maintenance requests.
• Coordinate with vendors for office repairs, utilities, and other service requirements.
• Oversee general office upkeep to ensure a clean, organized, and welcoming environment.
• Maintain a record of outgoing and incoming couriers, including visitor and courier registers.
• Ensure efficient functioning of office equipment (printers, phones, etc.) and arrange for repairs or replacements when needed.

• Support directors with his meeting bookings, calendar management, and appointment scheduling.
• Arrange travel and accommodation for directors and employees, including coordinating itineraries and handling visa processing.
• Prepare, compile, and organize documents.
• Anticipate the needs of directors and proactively manage tasks to ensure smooth daily operations.

• Assist in onboarding new employees, ensuring all documentation and supplies are prepared.

• Handle travel arrangements and itinerary planning for employees, including coordinating with travel agencies and managing travel expenses.
• Provide assistance to overseas employees for any travel or office-related requirements.
• Greet and assist visitors, manage meeting room bookings, and provide a positive visitor experience.
• Address and resolve any administrative & maintenance issues related to the office environment.
• Implement solutions to improve office efficiency and employee satisfaction.
• Serve as the first point of contact for all visitors, maintaining a professional and friendly demeanor.

• Manage event logistics for in-office gatherings, team meetings, and employee celebrations.
• Maintain records, manage filing systems, and ensure all documentation is organized and easily accessible.
• Manage AMCs for office equipment, ensuring timely renewals and efficient service delivery
  
  We Offer:
  A collaborative and professional work environment.
  Opportunities for learning and professional growth.
  Competitive salary with benefits package.
  Exposure to international work standards and processes.
  Supportive and inclusive company culture.
  If you’re an organized professional with a knack for administration and supporting HR functions, we’d love to hear from you! Apply today to join our team.

• Only Female Candidate is requied
• Junior Role (2-3 years of experience)
• Bachelor’s degree in BCOM, Business Administration, Human Resources, or a related field.
• 2-3 years of experience in administrative management, preferably in a corporate environment.
• Familiarity with supporting role, functions and processes.
• Knowledge in MS Office (Word, Excel, PowerPoint), Microsoft Apps, AI and calendar management tools.
• Strong organizational & multitasking skills.
• Excellent written and verbal communication skills.
• Ability to maintain discretion and confidentiality with sensitive information.

• Skills and Competencies Required:
• Time Management: Ability to prioritize tasks and manage multiple responsibilities effectively.
• Attention to Detail: Ensures accuracy in tasks and keeps records well-organized.
  
• Proactive Problem-Solving: Anticipates issues and resolves them efficiently.
  
• Interpersonal Skills: Builds positive relationships with team members and visitors.
  
• Adaptability: Thrives in a dynamic environment and remains flexible to changing needs.