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

Computer Skills

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

Department : Administration

Experience : 2–5 years

Education : BA / B.Com (or equivalent)