Office Administrator

Here is an improved, professional Job Description for an Office Administrator at RKSS, balancing administrative competence, practical responsibilities, reliability, and the spirit of seva expected in an NGO.

JOB DESCRIPTIONOffice Administrator

Organization

Ramakrishna Sarada Samiti (RKSS), Mumbai

Working Hours

Working hours

9:00 a.m. to 6:00 p.m., with one hour lunch break, as per organizational requirements.

Be punctual, regular, and available to support the smooth functioning of the office and its activities.

Attendance and Records

Maintain staff attendance records through physical registers or online systems, as applicable.

Maintain accurate, up-to-date records of attendance, leave, and other administrative matters.

Ensure that office registers and records are properly maintained and readily accessible.

Communication and Correspondence

Prepare and circulate internal communications, including circulars, WhatsApp advisories, and office notices.

Maintain the office notice board and ensure that information displayed is current and accurate.

Handle external correspondence through emails, letters, and other official channels.

Communicate politely, clearly, and professionally with staff, students, visitors, donors, and other stakeholders.

Community Computer Training

Manage the enrolment and registration of youth from the community for basic computer training.

Maintain student attendance, enrolment records, and other relevant documentation.

Conduct basic computer classes covering Microsoft Word, PowerPoint, and Excel.

Provide patient, practical guidance to students and encourage regular attendance and learning.

Ensure that computers and training materials are properly maintained and used responsibly.

• Liaison with Government Authorities and Other Institutions

Represent RKSS in routine administrative matters before government and civic authorities, including the Brihanmumbai Municipal Corporation (BMC), MHADA, courts, and other relevant offices, as authorized.

Submit and collect documents, follow up on applications, and coordinate with officials as required.

Maintain a record of visits, submissions, acknowledgements, and pending matters.

Handle all official dealings with integrity, courtesy, and professionalism.

Document and Item Delivery

Deliver and collect documents, records, and other items from auditors, vendors, customers, donors, well-wishers, and other stakeholders.

Ensure timely delivery, obtain acknowledgements where necessary, and maintain confidentiality of official documents.

Handle documents and organizational property with care and responsibility.

Office Purchases and Supplies

Purchase stationery, office supplies, training materials, and other items as authorized.

Obtain appropriate approvals before making purchases and maintain bills, receipts, and supporting records.

Monitor stock levels and ensure that essential supplies are available without unnecessary expenditure.

Office Upkeep and Cleanliness

Ensure that the office is clean, orderly, and well-organized.

Monitor the cleanliness of workspaces, common areas, and computer training facilities.

Ensure that office equipment, furniture, and other assets are properly maintained and used responsibly.

Filing and Documentation

Maintain a systematic physical and/or digital filing system for bills, vouchers, receipts, correspondence, agreements, and other official documents.

File documents promptly, accurately, and under appropriate headings for easy retrieval.

Maintain confidentiality and ensure the safe custody of important records.

Assist with document preparation and retrieval during audits and other reviews.

Local Travel and Mobility

Be willing and able to commute by public transport, including buses, and undertake local travel for official work.

Use taxis or other higher-cost transport only with prior approval, except where specifically authorized otherwise.

Plan official visits efficiently and responsibly, keeping time and expenditure in mind.

Essential Qualities and Skills

Integrity and honesty: Demonstrate unquestionable honesty, trustworthiness, and responsible handling of money, documents, and organizational property.

Seva bhav: Have a genuine spirit of service and a willingness to work for the benefit of the community, particularly disadvantaged children, youth, and families.

Reliability

Be punctual, dependable, disciplined, and consistent in completing assigned responsibilities.

Communication

Have good working communication skills in English, Hindi, and Marathi.

Computer proficiency

Be comfortable with basic computer operations, email, document preparation, spreadsheets, and online systems.

Organizational ability

Be systematic, attentive to detail, and capable of managing multiple responsibilities.

Interpersonal skills

Be courteous, patient, helpful, and respectful when dealing with students, colleagues, officials, and visitors.

Initiative

Identify routine administrative needs and address them proactively, within the limits of assigned authority.

Probation and Leave

The appointment will be subject to a probation period of one year, with performance and suitability reviewed during this period.

Regular attendance and responsible leave planning are expected. Leave should be sought only when necessary, with adequate advance notice wherever practicable, and in accordance with organizational policy.

Overall Responsibility

The Office Administrator is responsible for ensuring the smooth, efficient, and orderly functioning of the RKSS office, supporting its educational and community-development activities, and upholding the organization's values of integrity, commitment, and selfless service.

The ideal candidate will regard this role not merely as an administrative job, but as an opportunity to contribute meaningfully to the service of society.

My recommendations before publishing

• Working hours: 9 a.m. to 7 p.m. is a 10-hour daily span. Specify the lunch break, weekly working days