Office Administrator

Role Overview

ACSEL is looking for an organised, proactive Office Administrator who takes ownership of the operational and administrative layer of the organisation. In a lean team where everyone works close to the mission, this role ensures that the infrastructure — financial records, compliance documentation, vendor relationships, office logistics, and leadership coordination — is always in order and never a bottleneck.

This is not a passive role. The ideal candidate anticipates what is needed, manages multiple workstreams simultaneously, and brings the same professionalism to a vendor payment as to preparing documentation for a government stakeholder meeting.

Key Responsibilities

1. Office Operations & Facilities: ╼╼╼

• Manage day-to-day office administration and ensure smooth functioning of the workplace.
• Coordinate with vendors, service providers, and facility management — maintaining relationships and ensuring timely delivery.
• Manage office supplies, logistics, and infrastructure requirements, anticipating needs before they become gaps.
• Support logistics for workshops, accelerator events, conferences, and stakeholder meetings — including the Avinya Demo Days and ACSEL Talks.

2. Financial Documentation & Vendor Coordination: ╼╼╼

• Maintain accurate records of expenses, invoices, and payments across all ACSEL programmes and operations.
• Coordinate vendor payments and reimbursement processes in a timely and organised manner.
• Work with external accountants or a Chartered Accountant to ensure financial documentation is organised, reconciled, and audit-ready.
• Support budgeting and expense tracking for individual programmes, events, and the accelerator cohort.

3. Records, Compliance & Documentation: ╼╼╼

• Maintain organisational records including agreements, MoUs, contracts, and partnership documentation — particularly as ACSEL scales to 25+ signed MoUs in FY 2026-27.
• Support documentation related to statutory and compliance requirements applicable to a Section 8 non-profit organisation.
• Ensure filing systems (digital and physical) are structured, current, and accessible to the leadership team.
• Assist in preparing documentation packages for government bodies, funding agencies, or institutional partners as required.

4. Leadership Coordination & Internal Communications: ╼╼╼

• Coordinate calendars, meetings, and internal communications for leadership, ensuring no scheduling conflicts or missed engagements.
• Prepare meeting notes and track action items from leadership and team meetings.
• Serve as the first point of contact for internal administrative queries and external logistical requests.
• Support onboarding logistics for new team members, interns, and programme participants.

Experience & Qualifications

Essential: ╼╼╼

• 4–5 years of experience in office administration, operations management, or administrative coordination roles.
• Experience handling financial documentation — invoices, expense records, vendor payments, and basic bookkeeping.
• Comfortable working in a small, dynamic organisation where roles are broad and priorities shift.
• Strong organisational and multitasking skills with demonstrated ability to manage multiple workstreams simultaneously.
• Proficiency in MS Office or Google Workspace (Docs, Sheets, Calendar, Drive).
• High level of integrity, discretion, and attention to detail — particularly when handling sensitive organisational documents.

Strongly Preferred: ╼╼╼

• Prior experience working in a startup, non-profit, innovation hub, or fast-paced organisation.
• Familiarity with compliance and documentation requirements for Section 8 companies or NGOs.
• Experience supporting events, workshops, or large-scale programme logistics.
• Exposure to working with external CAs, auditors, or legal teams on documentation.

Personal Attribute: ╼╼╼

• Ownership mindset: treats administrative functions as a professional discipline, not a support task.
• Proactive: identifies what needs to be done before being asked, and follows through without reminders.
• Calm under pressure: able to manage competing priorities during busy programme periods without dropping the ball.
• Collaborative: works well across a small, close-knit team where everyone wears multiple hats.