Office Administration Assistant

About the Organization  

Swaniti Initiative is a social enterprise that is working at the intersection of climate, governance and last mile delivery. We believe that while the willingness and resources exist, there are fundamental gaps in the execution within communities that is the biggest crisis in the climate movement. Accordingly, Swaniti works with subnational governments to conduct microplanning exercises with consultations with community and key stakeholders to understand the pathways forward, provide technical assistance to subnational governments to provide support in program implementation and support in monitoring and delivery of programs.

Swaniti has been working across multiple geographies in the global south to unlock capital. Our three core metrics include unlocking public capital, ensuring last mile communities are directly benefitted and creating systemic changes in the public service systems. While we are continuing to focus on impact, it is critical to have a lead who has a deep understanding about monitoring, evaluation and learning. Our intention is to create an institutional capabilities to measure and document the scale of our impact and look at how learning can be replicated across the institution.

About the Role

We are looking for a reliable, proactive, and organised Office Administration & Liaison Assistant to support administrative operations across multiple office locations and external organisations. The role involves regular field visits to banks, PF/ESIC offices, government departments, consultants, vendors, and other professional establishments for document submission, collection, follow-ups, and coordination.

The ideal candidate should be comfortable travelling within the city, handling official documentation, interacting professionally with external stakeholders, and ensuring that assigned tasks are completed accurately and on time.

Key Responsibilities

1. Office Facilities and Maintenance

• Ensure office facilities are functional, well-maintained, and adequately equipped for daily operations.
  

• Monitor housekeeping, electricity, internet, pantry supplies, stationery, equipment, and other essential office requirements.
  

• Coordinate with building management, landlords, maintenance teams, and vendors to resolve facility-related issues.
  

• Conduct periodic checks across office locations and promptly report or address maintenance requirements.
  

• Maintain records of office assets, equipment, supplies, and maintenance activities.
  

2. Documentation and Compliance Support

• Maintain and organise physical and digital records of official documents, registrations, licences, agreements, invoices, and other administrative paperwork.
  

• Ensure that documents are accurate, complete, properly filed, and updated within the required timelines.
  

• Track document renewals, submission deadlines, pending approvals, and compliance-related requirements.
  

• Coordinate with HR, Finance, Legal, and external consultants for PF-related documentation, employee records, bank documentation, and other official requirements.
  

• Maintain trackers for submissions, follow-ups, receipts, acknowledgements, and pending matters.
  

3. Vendor and Administrative Coordination

• Coordinate with vendors and service providers for office supplies, repairs, maintenance, and other operational requirements.
  

• Obtain quotations, facilitate procurement, verify invoices, and follow up on deliveries and service requests.
  

• Support administrative expense tracking and coordinate with Finance for bill submissions and payment follow-ups.
  

• Assist in arranging couriers, document dispatches, transportation, and other logistical requirements.
  

4. General Office and Operational Support

• Support day-to-day administrative requirements across the organisation’s office locations.
  

• Coordinate with internal teams to address office-related requests and operational issues.
  

• Prepare routine reports and provide regular updates on completed tasks, pending matters, and external follow-ups.
  

• Undertake other administrative and operational responsibilities assigned by the reporting manager.
  

5. External Liaison and Field Coordination

• Visit different office locations, banks, EPFO/PF offices, government departments, consultants, and other relevant agencies for official work.

• Coordinate with PF consultants, payroll/statutory compliance consultants, banks, and other external service providers for documentation, submissions, follow-ups, and issue resolution.

• Submit and collect official documents, applications, forms, statements, and other paperwork as required.

• Follow up on pending requests, registrations, account-related matters, statutory submissions, and other administrative tasks.

• Maintain professional working relationships with external stakeholders and ensure timely completion of assigned work.

Requirements

Qualifications and Experience

• Graduate in any discipline; a qualification in administration or office management will be an advantage.

• 1–3 years of experience in office administration, field coordination, liaison work, or operations support.

• Basic proficiency in MS Office, Google Workspace, email, and spreadsheet management.

• Strong documentation, coordination, follow-up, and record-management skills.

• Willingness to travel regularly between office locations and external offices as required.

• Ability to manage multiple assignments, meet deadlines, and work independently.

Key Skills and Competencies

• Field coordination and external liaison

• Administrative documentation and record management

• Office facilities and vendor management

• Follow-up and task tracking

• Time management and problem-solving

• Professional communication and stakeholder coordination

• Reliability, accountability, and attention to detail

In case you do not hear from us within 30 days, please consider your application to be unsuccessful and your application has been retained in our database for future opportunities.