Job Title: Associate | Admin

Designation: Associate | Admin

Reports to: Officer | Admin

Location: Bakhundole, Lalitpur 44600, Nepal

Shift: Standard (09:00 AM to 06:00 PM) from Monday to Friday 

Position Overview

The Admin Associate is responsible for assisting and reporting the Admin Officer in executing daily office operations and managing routine documentation. This role directly handles asset and inventory tracking (including quarterly audits), vendor and visitor management, and corporate event coordination. Additionally, managing Ncell communication accounts, and supervising support staff and drivers to ensure efficient kitchen, lunch, security and transportation services

Roles and Responsibilities

• Asset Tracking & Vendor Compliance: Maintaining 100% accurate, up-to-date asset and inventory records with timely completion of quarterly verification audits, alongside ensuring vendor service deliverables and corporate account coordination meet defined schedules.  
• Logistical & Operational Efficiency: Achieving seamless logistics management through daily oversight and verification of driver trip logbooks, fuel consumption and office maintenance reports, while maintaining a well-coordinated office setup and prompt support for emergency preparedness tracking. 
• Execute end-to-end management of the corporate asset book (laptops, equipment, furniture), tracking issuance, returns, stock levels, and quarterly workspace/seating planning.
• Coordinate printing, stationery, onboarding kits, lunch sheets, and handle operational logistics including official ticketing, accommodation, and workshop travel arrangements.
• Maintain secure administrative documentation, manage organizational forms, track CUG (Ncell) mobile lists.
• Supervise and deploy drivers and support staff (housekeeping) to ensure smooth daily facilities management, kitchen coordination, and building infrastructure maintenance.
• Manage corporate vendor relationships, maintain updated vendor lists, coordinate service delivery, evaluate performance, and process payments in collaboration with the Finance team.
• Efficiently handle, document, and reconcile daily petty cash usage for routine administrative expenses.
• Collaborate closely across all departments to support smooth employee onboarding and exit clearance processes.
  

Experience & Qualifications:

• Bachelor’s Degree in Business Administration (BBA), BBS, or a related field.
• At least one year of experience in office administration or executive assistance.
• Prior experience in core office administration or operations, with a proven track record of handling vendor management, negotiation, and corporate communications.
• Hands-on experience in managing office inventory, tracking corporate assets, and efficiently coordinating daily vehicle logistics and transportation scheduling.

Skills

Must Have Skill sets:

• Strong documentation and record-keeping skills.
• Proficiency in Google Docs, Sheets, Gmail, and inventory management tools.
• Excellent communication and interdepartmental coordination skills.
• Vendor Management & Negotiation: Ability to research, communicate, and negotiate effectively with external vendors and service providers. 
•  Logistics & Fleet Coordination: Strong coordination skills to oversee daily vehicle schedules, verify fuel logs, and manage transportation requests smoothly.  

Key Job-related Conceptual Skills:

• Resource, Space, & Workflow Planning: Ability to forecast office requirements, manage optimal stock levels, execute quarterly asset audits and seating plans, and seamlessly coordinate interdepartmental logistics like vehicle schedules and corporate events.  
• Safety Preparedness & Operational Problem Solving: Strong conceptual understanding of workplace safety regulations and the tactical ability to manage external vendor relationships, service providers, and operational challenges effectively.

Key Job-related Technical Skills:

• Asset & Vendor Management: Proficiency in tracking corporate assets, conducting quarterly inventory audits, and handling vendor procurement and service terms.  
• Logistics & Admin Operations: Skill in managing daily vehicle trip schedules, auditing fuel/logbook records, and administering corporate communication accounts. 

Desired Personality/Behavioral Traits:

• Proactive Problem-Solver with High Adaptability: Displays strong initiative in managing daily office operations, handles multi-departmental requests efficiently, and remains calm and structured during high-pressure or emergency situations. 
• Exceptional Interpersonal & Customer-Centric Approach: Possesses a welcoming and professional demeanor for visitor management, combined with strong diplomatic and negotiation skills required for dealing with external vendors and corporate service providers.

What We Offer

• Work in a multinational company operating in the Cloud & ICT domain,  based out of the UK and operating in Australia, India, Nepal, Pakistan, and Bangladesh
• Best in class open, progressive, professional, and  equal opportunity work environment
• Closely knit and supportive team members and a culture where your contributions, opinions, and diversity is welcome, respected, & encouraged 
• Exposure to multi-disciplinary skill areas (including team management & leadership)  in a vibrant start-up ecosystem with deep work involving world-class leaders like Amazon, Microsoft, Google, Alibaba, DigitalOcean, and Facebook 
• Opportunity to travel regionally (as part of assignment/ training and development or delivery ) in Nepal, India, Pakistan, Bangladesh, or Srilanka

Our Commitments

We believe that diversity drives innovation. At Genese Solution, we are dedicated to creating a work environment where everyone, regardless of race, gender identity, age, religion, disability, or background, feels respected and included.

Interested candidates meeting the above criteria are requested to send their CV and cover letter to hr@genesesolution.com clearly mentioning the position you are applying for in the subject.

NOTE: 

1. Only shortlisted candidates will be contacted for further selection process. 

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