Assistant Facilities Administrator

Other Jobs To Apply

No other job posts for this day.

<p>Role Overview</p><p>Tonbo Imaging is looking for a proactive and organized <strong>Admin Assistant</strong> to manage front office operations and provide day-to-day administrative support at our Gurgaon office. The role involves coordinating office activities, supporting employees and visitors, and ensuring smooth functioning of administrative processes.</p><p>Key Responsibilities</p><ol><li><strong>Front Office Management</strong></li></ol><ul><li>Manage reception/front desk, greet visitors, and handle incoming calls.</li><li>Handle incoming/outgoing correspondence (emails, letters, messages) professionally.</li></ul><ol><li><strong>Office Administration & Supplies</strong></li></ol><ul><li>Maintain stock of office supplies, stationery, and pantry items.</li><li>Coordinate with vendors for procurement and timely replenishment.</li><li>Ensure proper upkeep of office equipment and coordinate basic maintenance.</li></ul><ol><li><strong>Travel & Logistics Support</strong></li></ol><ul><li>Assist in booking travel, accommodation, and local transport for employees and visitors.</li><li>Coordinate schedules, itineraries, and related documentation as needed.</li></ul><ol><li><strong>Courier & Document Handling</strong></li></ol><ul><li>Manage courier services and postal dispatches.</li><li>Track incoming and outgoing documents and ensure timely distribution.</li></ul><ol><li><strong>Vendor & Facility Coordination</strong></li></ol><ul><li>Liaise with housekeeping, security, facility management, and other service providers.</li><li>Escalate issues related to office premises, infrastructure, and services to Admin/HR.</li></ul><ol><li><strong>Documentation & Filing</strong></li></ol><ul><li>Maintain organized filing systems (physical and digital) for admin documents.</li><li>Support preparation of basic reports, letters, and documentation as required.</li></ul><ol><li><strong>Meetings & Events Support</strong></li></ol><ul><li>Coordinate meeting room bookings, set-up, and basic hospitality.</li><li>Assist in organizing internal meetings, small events, and team gatherings.</li></ul><ol><li><strong>Office Upkeep</strong></li></ol><ul><li>Ensure cleanliness and basic maintenance of the office premises.</li><li>Monitor common areas and coordinate corrective actions where required.</li></ul><ol><li><strong>Attendance & HR Admin Support</strong></li></ol><ul><li>Maintain employee attendance records in coordination with HR.</li><li>Support basic HR/admin activities such as joining formalities assistance, ID cards, etc.</li></ul><ol><li><strong>General Administrative Support</strong></li></ol><ul><li>Perform any additional admin/office support duties assigned by management.</li></ul><p>Skills & Competencies</p><ul><li><strong>Communication:</strong></li><li>Good verbal and written communication skills in <strong>English and Hindi</strong>.</li><li><strong>Organization & Multitasking:</strong></li><li>Strong organizational skills with the ability to prioritize and handle multiple tasks.</li><li><strong>Confidentiality:</strong></li><li>Ability to manage sensitive and confidential information with discretion.</li><li><strong>Interpersonal Skills:</strong></li><li>Professional, polite, and approachable behavior with staff and visitors.</li></ul><p>Computer Skills</p><ul><li>Proficiency in <strong>MS Office</strong> – Word, Excel, PowerPoint, Outlook.</li><li>Comfortable with email, basic spreadsheets, and maintaining digital records.</li></ul><p><br></p><p> <strong>Location:</strong> Gurgaon (Delhi-NCR) – Tonbo Imaging Office</p><p> <strong>Department:</strong> Administration</p><p> <strong>Experience:</strong> 2–5 years</p><p> <strong>Education:</strong> BA / B.Com (or equivalent)</p><p></p>

Back to blog
Ads

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...