Administrative manager

Company Description

Anupam Fuels Private Limited is a trading company with more than 25 years of experience in the iron and steel sector. The organization specializes in trading Coke, imported coal, pig iron, imported ferrous metal scrap and met-coke, billets, and iron ore pellets. Over the years, it has developed deep industry knowledge and strong supplier and customer relationships. Candidates joining Anupam Fuels can expect to work in a stable, established business with exposure to diverse products and trading operations.

Role Description

Anupam Fuels Pvt Ltd is looking for an organised, dependable, and personable Front Desk & Admin Manager to be the operational backbone of our office. This role combines front-office management, general administration, HR-support functions (attendance and payroll processing), finance-support functions (petty cash and reimbursements), and direct support to the Directors including travel, scheduling, and coordination. The ideal candidate is detail-oriented, trustworthy with confidential and financial information, and comfortable juggling multiple priorities in a fast-paced, small-team environment.

Key Responsibilities

1. General Administration

Manage day-to-day office administration and act as the first point of contact for visitors, vendors, and calls. Maintain office records, filing systems (physical and digital), and correspondence. Draft, proofread, and manage routine office letters, notices, and internal communication. Liaise with vendors and service providers (courier, stationery, housekeeping, security, IT support, etc.).

2. Office Maintenance

Create and maintain a master schedule for all office maintenance activities (AC servicing, pest control, electrical/plumbing checks, fire safety equipment, water purifier servicing, etc.). Track completion of maintenance tasks and follow up with vendors/technicians to ensure timely servicing. Report and escalate maintenance issues or safety concerns promptly. Maintain AMC (Annual Maintenance Contract) records and renewal timelines for office equipment.

3. Attendance, Payroll Support & Reimbursements

Mark and maintain daily staff attendance and leave records. Prepare and maintain the monthly salary payable sheet in coordination with management/accounts. Generate accurate monthly pay-slips for employees. Calculate fuel reimbursements based on company policy and submitted logs/bills. Maintain confidentiality of all salary and personal employee data.

4. Petty Cash Management

Maintain and manage the office petty cash fund, including disbursement against approved expenses. Maintain an accurate, up-to-date petty cash register/ledger with supporting bills and vouchers. Reconcile petty cash on a regular (daily/weekly) basis and prepare replenishment requests. Ensure all expenses are properly authorised and documented before disbursement.

5. Travel & Visa Coordination

Arrange domestic and international travel reservations (flights, hotels, cabs) for Directors and staff as required. Manage visa applications and documentation for international travel, coordinating with agents/embassies as needed. Maintain travel itineraries and ensure timely booking to optimise cost and convenience. Track travel expenses and assist with related reconciliations.

6. Calendar & Scheduling for Directors

Maintain and manage the daily/weekly calendars of all Directors. Schedule meetings, appointments, and calls, resolving conflicts and prioritising effectively. Send reminders and ensure Directors are well-prepared with necessary information ahead of meetings.

7. Coordination on Behalf of Directors

Handle sundry coordination tasks and follow-ups on behalf of Directors with internal teams and external parties. Act as a reliable point of communication, exercising discretion and professionalism at all times. Manage ad hoc tasks and errands as assigned, ensuring timely completion.

8. Stock Taking & Office Supplies

Conduct periodic stock-taking of office supplies, stationery, pantry/ration items, and other consumables. Maintain inventory records and reorder supplies proactively to avoid shortages. Negotiate with and manage relationships with suppliers for cost-effective procurement.

Required Qualifications & Skills

Graduate in any discipline; a background in commerce, business administration, or office management is a plus. 2–5 years of relevant experience in front desk management, office administration, or executive/administrative support. Working knowledge of MS Excel, MS Word, and basic accounting/attendance software. Strong numerical accuracy, especially for payroll, reimbursements, and petty cash handling. Excellent verbal and written communication skills. Strong organisational skills with the ability to multitask and prioritise independently. High level of integrity and discretion in handling confidential and financial information. Prior experience with travel/visa coordination is preferred.

Key Attributes We Are Looking For

Proactive and self-driven — anticipates needs rather than waiting for instructions. Calm and composed under pressure, especially when managing multiple Directors' schedules. Trustworthy and discreet with sensitive financial and personal information. Strong follow-up discipline and attention to detail. Pleasant, professional demeanor suited to a front-facing role.