Administrative Services Manager

Job Title: Office Administrator About Biotecnika At Biotecnika, we are driven by innovation and excellence in the field of Life Sciences. As a knowledge-based organization, we thrive on efficiency, collaboration, and passion. We’re looking for a smart, dependable, and energetic Office Administrator to ensure that our daily operations run smoothly and efficiently behind the scenes. If you love keeping things organized, enjoy solving minor tech issues, and take pride in creating a structured and positive work environment — this role is tailor-made for you.

Role Overview The Office Administrator will be responsible for managing the organization’s administrative operations, facility management, technical assistance, vendor coordination, documentation, and employee support. This role demands ownership, precision, and excellent communication skills to ensure that daily office functions run without disruption.

Key Responsibilities

1. Facility & Infrastructure Management ○ Oversee daily operations of office facilities to ensure smooth functioning. ○ Conduct regular facility checks across all floors. ○ Coordinate and resolve issues related to IT, plumbing, electrical, and carpentry. ○ Manage seating arrangements and locker assignments with updated records. ○ Supervise coffee machines for hygiene, functionality, and timely refills. ○ Coordinate monthly/bimonthly electricity audits and maintain UPS and cooling equipment.

2. Office Cleanliness & Hygiene ○ Lead and supervise a 5-member housekeeping team to maintain hygiene across office premises. ○ Ensure cleanliness of workspaces, restrooms, pantry, and common areas. ○ Implement structured daily, weekly, and monthly cleaning schedules. ○ Ensure hygiene supplies (handwash, tissues, sanitizers, etc.) are adequately stocked.

3. Vendor Management & Procurement ○ Identify, evaluate, and onboard vendors for office, lab, and IT needs. ○ Negotiate pricing, service quality, and contracts effectively. ○ Maintain updated KYC and compliance documents for all vendors. ○ Ensure vendor invoices are scanned and shared with the billing team before month-end.

4. Asset & Inventory Management ○ Maintain and audit records of office assets (desktops, laptops, mobile phones, etc.). ○ Collect signed handover documents for assets during employee onboarding. ○ Maintain a minimum backup inventory of: ■ Desktops & Laptops ■ SIM Cards ■ Stationery ○ Conduct periodic asset audits and ensure accountability.

5. Office & Administrative Operations ○ Oversee day-to-day administrative functions to ensure smooth office operations. ○ Manage documentation, filing systems, and records — both digital and physical. ○ Handle vendor coordination, office maintenance, supplies procurement, and logistics. ○ Support HR and management in scheduling meetings, interviews, and internal events. ○ Assist in onboarding new team members and maintaining administrative compliance.

6. Technical Assistance & System Support ○ Provide basic to intermediate technical troubleshooting for computers, printers, and network connectivity. ○ Install or configure standard software and assist team members with minor IT issues. ○ Coordinate with IT vendors for timely maintenance and technical support. ○ Ensure all office systems and tools function efficiently and securely.

7. Data Entry & Operational Support ○ Perform data entry work during non-peak hours with accuracy and confidentiality. ○ Maintain internal databases, reports, and dashboards. ○ Generate operational summaries and reports for management. ○ Support internal tracking, documentation, and data verification processes.

8. Coordination & Communication ○ Act as a bridge between departments for administrative and technical needs. ○ Maintain clear, professional, and timely communication with internal and external stakeholders. ○ Support interdepartmental coordination and contribute to a positive workplace culture.

9. Documentation & Record Management ○ Track and maintain office expense records, vendor bills, and service logs. ○ Manage procurement documentation, courier dispatches, and lab shipments. ○ Ensure all registers (assets, consumables, vendor logs) are accurately maintained.

10. Meeting & Event Management ○ Schedule internal meetings and manage logistical requirements. ○ Coordinate arrangements for guests, stakeholders, and external visitors. ○ Plan and execute company events, training programs, and annual celebrations.

11. First Aid Kit Maintenance ○ Maintain accessible First Aid Kits on each floor. ○ Conduct monthly inspections and replace expired or used items promptly. ○ Keep usage and inspection logs updated regularly.

12. Budget & Expense Monitoring ○ Track and monitor office expenditures within approved budgets. ○ Ensure all costs are properly documented, reported, and submitted on time. ○ Recommend cost-saving measures where applicable.

13. Visitor Management ○ Record visitor details including name, contact number, and purpose of visit. ○ Notify the respective Point of Contact (POC) immediately upon arrival. ○ Permit visitor entry only after POC confirmation for security compliance.