Office and Site Administrator

About this role

About Welo Global  Welo Global is a leader in multilingual AI, technology, and content solutions serving over 2,000 clients in 300 languages. The company combines globally scaled multilingual infrastructure, including a network of over 500,000 linguists and domain experts, with advanced NLP, computational linguistics, and best-in-class compliance backed by seven ISO certifications. Welo Global’s five brands—Welocalize (multilingual content and localization services for global enterprises), Park IP (intellectual property and patent translation services for law firms and corporate legal teams), Welo Life Sciences (regulated language and compliance-aligned content solutions for pharmaceutical, biotech, and medical device organizations), Adapt (multilingual performance-led digital marketing agency), and Welo Data (multilingual data generation, evaluation, and human data infrastructure for AI systems)—serve distinct customer segments with purpose-built expertise, fit-for-purpose solutions, and supporting technology. weloglobal.com  Job Description:   The Administrative Assistants primary purpose is to effectively assist the office and employees through greeting and assisting all on-site visitors, handling all in-coming phone calls, efficiently managing supply inventory, facilities, and vendors, planning internal events and meetings, assisting with People Success duties, and other office related projects/duties as assigned.       MAIN DUTIES:   Greeting all office visitors courteously, determining their needs and directing them to the proper person. Manage day-to-day Gurgaon and Noida office operations and facility upkeep Coordinate with housekeeping, security, maintenance teams, and office vendors Handle employee facility-related issues and escalations Parking/transportation management, if applicable. Manage meeting room availability, upkeep, and coordination Manage office-related expense/budget utilization and administrative expense tracking Oversee shipment management including tracking, coordination, record keeping, and follow-ups Manage biometric access, visitor coordination, and CCTV/access support Liaise with IT teams for internet, connectivity, and infrastructure issues Maintain office asset and inventory records (IT related assets, office stationery, joining kits, employee gifts, necessary medicines/first-aid, document printing, etc.) Support onboarding/offboarding logistics part and workspace readiness Ensure health & safety and workplace compliance measures Making any necessary travel arrangements and assisting with passport and travel visa needs, as requested. Maintain a professional and well-presented office environment, including furniture, décor, plants, and dedicated/welo area upkeep. Escalate any maintenance issues to the building management and get it resolved Manage office notice boards to ensure display of mandatory government notices, compliance announcements, and workplace communication materials Oversee management of the PINK box and related women safety/compliance notices as per statutory requirements Provide logistical support for employee engagement activities and office events Assist with Workday tasks. Other projects/duties as assigned.   Key Qualifications:     Bachelor's degree or equivalent or related experience and/or training; or equivalent combination of education and experience.     Preferred Qualifications:   Technical proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, and Teams. Familiarity with Workday a plus. Ability to learn new programs quickly. Proven ability to work within a team-oriented environment with effective communication with all members of team internally and externally to assure workflow is effective and efficient. Capacity to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Capability to work in a fast-paced environment and to adapt to frequent change. Proven ability to work creatively and analytically in a problem-solving environment. Must maintain high level of confidentiality and professionalism. Have a positive, approachable, and customer service focused attitude. Be a motivated self-starter with strong multi-tasking abilities.    

Skills & domains

• ai-training
• linguistics
• expert