Office Assistant Gervigreind Data Science Private Limited

About Company:

Software Development Company based in Baner, Pune.

Job Purpose:

To ensure smooth day-to-day office operations by providing comprehensive administrative, hospitality, and logistical support. The Office Assistant plays a key role in maintaining workplace hygiene, stocking supplies, handling mail/courier, and supporting employees and visitors with efficient service.

Key Responsibilities:

A. Pantry & Office Maintenance

• Maintain cleanliness and hygiene of the first-floor pantry, refrigerator, oven, and surrounding areas.
• Restock pantry items (tea, coffee, snacks, water, etc.) and arrange them neatly.
• Perform regular checks of workstations, meeting rooms, and common areas to ensure cleanliness and readiness for use.
• Coordinate with cleaning staff/building management to resolve any hygiene or maintenance concerns.

B. Hospitality Support

• Serve tea, coffee, water, and snacks to employees, visitors, and clients on request.
• Fetch beverages from external vendors (ground floor) as needed.
• Arrange refreshments, snacks, and beverages for internal meetings, workshops, and client visits.
• Prepare meeting rooms with water bottles, notepads, and presentation equipment before scheduled meetings.

C. Administrative Support

• Assist employees with photocopying, scanning, filing, and organizing paperwork.
• Collect and deliver internal documents and files between employees/departments in a timely manner.
• Support HR/Admin in filing documents and office record organization.
• Assist HR Team during intern hiring drives, office events, and special functions when required.

D. Mail, Courier & External Coordination

• Coordinate dispatch of outgoing couriers and registered posts, keeping accurate records.
• Receive and distribute incoming courier packages/mail promptly.
• Visit external offices (e.g., Chartered Accountant, Company Secretary, Banks) for documentation, collection, or delivery of important paperwork.

E. Meeting Room & Asset Management

• Conduct regular checks of meeting rooms to ensure adequate stock of tissue papers, water bottles, biscuits, markers, etc.
• Ensure fragrance dispensers in washrooms and tissue boxes are regularly refilled.
• Check batteries and functioning of presentation remotes and meeting room equipment; coordinate with IT/Admin for replacements.
• Ensure workstations have all peripherals (monitors, keyboards, mice) and report any missing/damaged items to the admin team.
• Ensure no office devices are left unsecured at the end of working hours.

Skills & Competencies Required:Good communication and interpersonal skills.

• Punctual, disciplined, and reliable.
• Basic knowledge of office equipment (photocopier, scanner, oven, etc.).
• Well-organized with attention to cleanliness and presentation.
• Ability to multitask and handle physical tasks.
• Positive attitude, service-oriented, and polite with employees/visitors.