Admin & Event Specialist

About the job
Overview

Scalemill (www.scalemill.com) helps technology companies increase revenue and reduce costs by setting up off-site inside sales, support and customer success teams that handle customer interactions. We exclusively work with B2B (Business-to-Business) SaaS (Software-as-a-Service) products and specialize in SaaS-trained SDRs who set up qualified meetings for product demos/pitches

Role

As an admin & event specialist at Scalemill, you'll be responsible for providing day-to-day administrative support to the organization. Your responsibilities will include maintaining company records and files, managing office supplies and inventory, supporting departments with budget and expense records, organizing company events, welcoming and directing visitors, preparing documents and spreadsheets and handling general office and administrative tasks

Keywords

Office administration, calendar management, travel coordination, planning, executing, corporate events

Timings

Noon

Type

Full-time and on-site

Reporting line

Operations & HR Manager

Key Responsibilities

Inventory Management
Track office inventory and monitor supply usage
Monitor stock levels and ensure essential items are available when needed
Manage office supplies, kitchen supplies, masks, tissues and other consumable items
Place orders and ensure timely replenishment of supplies
Vendor Management
Maintain an updated list of approved vendors, including NTN, payment details and payment terms
Coordinate with vendors and act as the main point of contact for administrative requirements
Follow up with vendors regarding orders, deliveries, services and payments
Bills, Payments and Petty Cash
Maintain records of bills and submit them to the accounts team for timely payments
Maintain and manage petty cash and keep accurate expense records
Track utility, internet, building maintenance and other office-related bills
Verify administrative bills and coordinate with accounts for processing and payment
Office Management and Maintenance
Ensure all office-related equipment is working (ACs, cameras, locks, lights, etc.)
Support staff management (shift timings, meals, cleaning and sanitizing schedules)
Coordinate repairs and preventive maintenance of office equipment and facilities
Maintain office equipment and inventory records
Ensure administrative SOPs are properly maintained and followed
Handle important and confidential administrative correspondence
Support reception duties and cover the reception desk when required
Asset Management
Maintain records of company assets assigned to employees, including vehicles, phones and other equipment
Ensure company assets are properly maintained and kept in good condition
Keep records of warranties, service documents and other asset-related information
Ensure assets are serviced and maintained as per company policies
Reporting & Documentation
Prepare weekly and regular reports on office expenses, payments and budgets
Maintain and update company databases and administrative records
Organize and maintain proper filing systems for important and confidential documents
Manage the distribution and storage of official correspondence, letters, emails and packages
Events and outdoor activities
Coordinate and arrange internal and external company events and activities
Manage the administrative arrangements for events, including venues, supplies and vendors
Coordinate with HR for employee birthdays, work anniversaries and other employee activities
Vehicle Management
Purchase company vehicles and maintain records, including registration, insurance, maintenance and related documents
Coordinate regular servicing, repairs and maintenance of company vehicles
Monitor vehicle usage, fuel expenses and maintenance costs
Coordinate with drivers and ensure vehicles are available as required
Ensure vehicles are kept clean, safe and in good working condition
Travel Planning and Coordination
Arrange business travel, including transportation, accommodation and other required arrangements
Coordinate travel plans and schedules for employees and management
Book flights, hotels and transportation as required
Maintain records of travel expenses and related documents
Coordinate with employees and vendors to ensure smooth travel arrangements

Skills Needed

Communication: excellent written and verbal communication skills are required
Organization: superior organizational skills to manage multiple tasks and responsibilities effectively
Time management: strong ability to prioritize tasks, manage time efficiently and work in a fast-paced environment
Attention to detail: accuracy in handling tasks is critical
Persistence: comfortable with cold calls and initiating conversations in a high volume of outreach with consistency

Technology Experience Needed

Well-versed with basic technology like computers, smartphones and common software used in offices
Proficiency in Google Suite (Gmail, Google Docs, Google Sheets and Google Slides)

Background

Bachelor's degree
Fluent English (written and verbal) is essential
At least two years of proven experience in a related role.