Office Administrator & Executive Assistant

Office Administrator – EA & HR Support

• Location: Mumbai, India. Working from Thane office
• Job Status: Permanent
• Sector: MEP Design Consultancy Engineering Firm
• Salary: Competitive & negotiable

About Us

Deerns Spectrum Private Limited is a fully integrated business of the globally operating Deerns Group, we specialise in high-end engineering services and are committed to delivering world-class engineering services across India, South Asia, and East Africa. Together, we offer comprehensive advisory, design, and engineering solutions for mission-critical facilities requiring specialized conditions, such as data centers, hospitals, laboratories, and clean rooms. With a unique combination of deep technical expertise and extensive local market knowledge, Deerns and Spectrum are dedicated to serving clients across key sectors, including data centers, healthcare, life sciences, and microelectronics.

Deerns is a company that was founded 96+ years ago in 1928. We specialize in Mechanical, Electrical and Piping (MEP) advisory, design and engineering particularly for mission critical and high-tech building systems and industrial facilities. We have 750+ employees across 17 offices in 10 countries.

Were experiencing an exciting period of growth, and we have opportunities available for a talented and innovative individual to join our fast-growing office at a senior level and looking to take their career on to the next step.

Job Summary

We are seeking a proactive and organized Office Administrator – EA & HR Support to manage daily office operations, assist with HR tasks, coordinate travel, and support directors and employees. This role is key to ensuring a smooth and efficient workplace environment.

Key Responsibilities

Administration & HR:

• Manage office supplies, maintain inventory, and handle maintenance requests.
• Coordinate with vendors for office repairs, utilities, and other service requirements.
• Oversee general office upkeep to ensure a clean, organized, and welcoming environment.
• Maintain a record of outgoing and incoming couriers, including visitor and courier registers.
• Ensure efficient functioning of office equipment (printers, phones, etc.) and arrange for repairs or replacements when needed.
• Prepare, compile, and organize documents.
• Greet and assist visitors, manage meeting room bookings, and provide a positive visitor experience.
• Address and resolve any administrative & maintenance issues related to the office environment.
• Serve as the first point of contact for all visitors, maintaining a professional and friendly demeanour.
• Maintain records, manage filing systems, and ensure all documentation is organized and easily accessible.
• Manage AMCs for office equipment, ensuring timely renewals and efficient service delivery
• Assist to HR for onboarding new employees, providing induction, ensuring all documentation and supplies are prepared.
• Assist in recruitment for junior-level roles in shortlisting & arranging tool/technical Interviews in coordination with the hiring manager.
• Manage event logistics for in-office gatherings, team meetings, and employee celebrations.

• Support directors with his meeting bookings, calendar management, and appointment scheduling.
• Arrange travel and accommodation for directors and employees, including coordinating itineraries, travel agencies, handling visa processing, managing travel expenses & processing PO/payment requests.
• Anticipate the needs of directors and proactively manage tasks to ensure smooth daily operations.

• We are seeking a proactive and detail-oriented Female Administrative Professional to support our team in a dynamic corporate environment. Bachelors degree in BCOM, Business Administration, or a related field.
• 3-5 years of experience in administrative or office management, preferably in a MNC corporate setup.
• Proficient in MS Office (Word, Excel, PowerPoint), Microsoft Apps, AI tools, and calendar management systems.
• Familiarity with support functions, workflows, and administrative processes.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong organizational and multitasking abilities.

• Time management
• Attention to detail
• Problem-solving
• Interpersonal communication
• Adaptability
  We Offer
• A collaborative and professional work environment.
• Opportunities for learning and professional growth.
• Competitive salary with benefits package.
• Exposure to international work standards and processes.
• Supportive and inclusive company culture.
• If youre an organized professional with a knack for administration and supporting HR functions, wed love to hear from you! Apply today to join our team.