About the Company

ZAGENO offers the largest life sciences lab supply marketplace. Our one-stop shop helps scientists, lab managers, and procurement leaders compare products, source alternatives, track deliveries, and communicate order statuses in real time, accelerating innovation by saving valuable time. Leveraging advanced AI, ZAGENO enhances supply chain resilience and makes the customer experience superior, seamlessly integrating with existing systems to boost productivity and make online shopping for research materials convenient, efficient, and reliable. We are committed to innovation, excellence, and fostering a supportive, and dynamic work environment.

About the Role

We are looking for a proactive and highly organized Office Coordinator to handle administrative and operational duties to ensure smooth and efficient day-to-day operations of a well-functioning office environment. As the first point of contact for visitors and employees, this individual will play a key role in maintaining a welcoming office environment while supporting administrative tasks across various departments.The ideal candidate is detail-oriented, has strong communicational skills, and thrives in a fast-paced environment while collaborating across teams. This is an in-office position requiring presence in the office five days per week at our Bangalore Office HSR Layout. This position requires that the candidate currently resides in Bangalore. The role offers the opportunity to work in a dynamic environment, l play a pivotal role in office management and employee engagement as well as gain exposure to various facets of organizational operations with opportunities for growth and skill development.

Key Responsibilities:

Office Administration

• Manage daily office operations, including maintaining office supplies, coordinating maintenance requests, and ensuring a positive office environment.
• Serve as the primary point of contact for office-related inquiries and vendors.
• Coordinate meetings, events, and conference room bookings including, but not limited to team lunches, leadership visits, quarterly team meetings, etc.
• Ensure proper documentation and record-keeping of office policies and procedures.
• Manage office supplies, including vendor coordination for services and repairs.
• Assist with onboarding logistics, including preparing workstations, coordinating equipment, and arranging office tours.
• Liaise with the finance team to ensure timely payment of invoices.
• Serve as the single point of contact with Hustle Hub for office requirements or concerns

HR Coordination (Recruitment Focus)

• Schedule interviews and coordinate with hiring managers, candidates, and external recruiters.Greet and assist candidates or guests during recruitment meetings, including coordinating processes from reception to interview time
• Manage communication with candidates, including interview confirmations, follow-ups.
• Assist in maintaining the applicant tracking system (ATS) and ensuring data accuracy.
• Support new hire onboarding by preparing documentation, facilitating first-day activities, and ensuring a seamless experience.
• Help organize employee engagement activities, such as team-building events, wellness initiatives, and company celebrations.
• Support the People Team with any additional tasks and responsibilities as needed

Employee Engagement

• Organize monthly birthday celebrations: ordering cake, blocking calendars, facilitating events, and cleaning up post event
• Plan and execute festival celebrations like Diwali, Christmas, etc, including decorations and food arrangements
• Issuing access to new joiners in Bio metric tool, Hosting guests and potential candidates who come for interview process

Inventory Management

• Liaise with the housekeeping team to ensure daily tasks are completed on time
• Provide guidance to housekeeping staff as needed (e.g., refill water stations)
• Regularly inspect common areas (e.g., meeting rooms, sofas, tables, chairs) to ensure they are clean and well-maintained.
• Stock and replace supplies such as paper cups, tissues, markers, dustbin covers, air fresheners, etc., on a regular basis
• Maintain and refill snacks every week, tea, coffee, and condiments; maintain and service the coffee machine regularly

IT Asset Management & Procurement

• Order items on Amazon or other platforms (e.g., monitors, printers)
• Collect deliveries on time and maintain a procurement log
• Coordinate IT asset maintenance, including service, repair, or working with the IT team to get assets wiped and Maintain an up-to-date database of IT and office assets
• Maintain a database of important office information, such as contact numbers

Additional Responsibilities:

Performs other duties as assigned.

About you:

• Experience: 1–3 years
• A team player that contributes individually but builds the team together
• Good communication and writing skills.
• Strong organizational abilities and attention to detail
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Familiarity with office equipment like printers, copiers, and scanners
• Critical thinking and adaptability
• Proactive Planning: Anticipating needs and preparing in advance
• Location: Must be available to work in-office 4 days a week (HSR Layout, Bangalore).
• Education: Graduate or Diploma holder in any discipline preferred.