Hey there!
We are looking for a dependable, sharp, and execution-driven professional to become a vital operational backbone at Procedure. We are a product development company established in early 2017. Before we dive into the job description, allow us to introduce ourselves.
Our team is a mixed bag. Of the smart and the hard workers. Of the organized and slightly chaotic. Of the early risers and the burners of the midnight oil. We appreciate diversity and truly like having differing perspectives in the room.
We pride ourselves on being early adopters of the latest tools, libraries, and frameworks while delivering business value all the time. People who work with us fall in love with their craft. We have changed the definition of “work” for them.
This role sits at the intersection of office operations and executive support . It is not a passive coordination role. It is about removing friction from leadership bandwidth and ensuring the office runs without noise.
If you are street-smart, discreet, organized, and understand how to get things done without being told twice, this role is for you. This is a full-time, 4–5 days/week work-from-office role , based out of our Mumbai office (Bhandup West) .
What You’ll Be Responsible For
Behind every smooth workday at Procedure lies strong operational ownership and thoughtful coordination. As an Office Admin, you will:
- Office Maintenance Oversight: Liaise with vendors for office repairs, maintenance, and improvement work. Manage the housekeeping agency, ensuring quality and regular upkeep. Ensure the office is clean, functional, and well-stocked at all times.
- Procurement & Vendor Coordination: Handle procurement of office supplies, equipment, and other essentials. Assist with preparing and reviewing contracts with vendors and customers. Maintain a vendor directory and ensure timely renewals and payments.
- External Stakeholder Coordination: Own coordination with external stakeholders such as banks (including physical visits) , labour law consultants, finance and compliance partners. Manage documentation, track follow-ups, and ensure timely communication and closure of requests, keeping operations smooth and audit-ready.
- Executive Assistance: Handle executive calendar management, travel bookings (work and personal), documentation, and scheduling.
- Insurance & Documentation Management: Manage insurance renewals, applications, official paperwork, and required administrative formalities in a timely manner.
- Leadership Coordination: Act as a structured communication bridge between leadership and internal/external stakeholders to ensure clarity and closure.
- HRIS & Records Management: Maintain and update data across Keka (our HRIS), compliance files, and operational documentation trackers with accuracy.
- Asset Management: Track, allocate, and monitor company assets, ensuring proper documentation and smooth handovers.
- Employee Lifecycle Support: Assist with onboarding and offboarding documentation, exit formalities, and related administrative processes.
- Policy & Process Support: Assist in drafting, updating, and organizing internal policies and operational workflows.
- Event & Engagement Coordination: Plan and coordinate office events, including off-sites, meet-ups, internal shoots, festive celebrations etc., ensuring smooth logistics and execution end-to-end.
- AI & Process Optimization: Identify and implement opportunities to leverage AI tools and automation for operational efficiency.
- Ad-hoc Operational Ownership: Proactively take ownership of tasks that meaningfully reduce leadership bandwidth and improve day-to-day efficiency.
What We’re Looking For
- Strong English communication (written and verbal).
- Comfortable using email, calendars, spreadsheets, and documentation tools.
- Diligent, detail-oriented, and execution-focused.
- Street-smart with good judgment and discretion.
- Trustworthy – able to handle sensitive information with maturity.
- Coachable, but not dependent – you should already understand professional basics.
- Basic working understanding of AI tools and modern productivity software.
- Preferably B.Com / BBA background (or equivalent exposure).
- 1–3 years of experience in coordination, office administration, EA, or operations-heavy roles.
Bonus Points If You Have
- Prior experience directly supporting founders or senior leadership.
- Exposure to banking, compliance, vendor contracts, or financial documentation workflows.
- Strong Excel/Google Sheets proficiency (trackers, renewals, reconciliations).
- Experience handling confidential documents and sensitive communications.
- Demonstrated examples of using AI tools to automate or simplify operational work.
- A reputation for being the “go-to person” who gets things done without drama.
What This Role Is Not
- Not a passive admin role.
- Not a purely clerical or attendance-tracking position.
- Not suited for someone casual, reactive, or overly dependent on instructions.
What’s In It For You
- High ownership and direct exposure to leadership.
- A role that sharpens operational intelligence and business judgment.
- Competitive compensation aligned with responsibility and ownership.
- A fast-moving environment where initiative is valued.
- Become part of a vibrant culture that values innovation and empowers you to make a significant impact beyond just your content deliverables.
If you've read this far, let's chat. Apply now.
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