Assistant Facilities Administrator

Role Overview

Tonbo Imaging is looking for a proactive and organized Admin Assistant 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.

Key Responsibilities

Front Office Management

Manage reception / front desk, greet visitors, and handle incoming calls.

Handle incoming / outgoing correspondence (emails, letters, messages) professionally.

Office Administration & Supplies

Maintain stock of office supplies, stationery, and pantry items.

Coordinate with vendors for procurement and timely replenishment.

Ensure proper upkeep of office equipment and coordinate basic maintenance.

Travel & Logistics Support

Assist in booking travel, accommodation, and local transport for employees and visitors.

Coordinate schedules, itineraries, and related documentation as needed.

Courier & Document Handling

Manage courier services and postal dispatches.

Track incoming and outgoing documents and ensure timely distribution.

Vendor & Facility Coordination

Liaise with housekeeping, security, facility management, and other service providers.

Escalate issues related to office premises, infrastructure, and services to Admin / HR.

Documentation & Filing

Maintain organized filing systems (physical and digital) for admin documents.

Support preparation of basic reports, letters, and documentation as required.

Meetings & Events Support

Coordinate meeting room bookings, set-up, and basic hospitality.

Assist in organizing internal meetings, small events, and team gatherings.

Office Upkeep

Ensure cleanliness and basic maintenance of the office premises.

Monitor common areas and coordinate corrective actions where required.

Attendance & HR Admin Support

Maintain employee attendance records in coordination with HR.

Support basic HR / admin activities such as joining formalities assistance, ID cards, etc.

General Administrative Support

Perform any additional admin / office support duties assigned by management.

Skills & Competencies

Communication :

Good verbal and written communication skills in English and Hindi .

Organization & Multitasking :

Strong organizational skills with the ability to prioritize and handle multiple tasks.

Confidentiality :

Ability to manage sensitive and confidential information with discretion.

Interpersonal Skills :

Professional, polite, and approachable behavior with staff and visitors.

Computer Skills

Proficiency in MS Office – Word, Excel, PowerPoint, Outlook.

Comfortable with email, basic spreadsheets, and maintaining digital records.

Location : Gurgaon (Delhi-NCR) – Tonbo Imaging Office

Department : Administration

Experience : 2–5 years

Education : BA / B.Com (or equivalent)