Administrator - Office

Company Overview

Throughout our worldwide network of experts, clients and communities, we are renowned for our leadership in fire protection engineering – a legacy of responsibility we have proudly upheld since 1939. Today, our expertise extends broadly across closely related security and risk-based fields – from accessibility consulting and risk analysis to process safety, forensic investigations, security risk consulting, emergency management, digital innovation and moreOur engineers and consultants collaborate to solve complex safety and security challenges, ensuring our clients can protect what matters most. For over 80 years, we have helped mitigate risks that threaten lives, property and reputations. Through technology, expertise and industry-leading research, we remain dedicated to our purpose of making our world safe, secure and resilient.At Jensen Hughes, we believe that creating and sustaining a culture of trust, integrity and professional growth starts with putting our people first. Our employees are our greatest strength, and we value the unique perspectives and talents they bring to our organization

Our wide range of Global Employee Networks connect people from across the organization, supporting career development and providing forums for individuals to share experiences on topics they're passionate about. Together, we are cultivating a connected culture where everyone has the opportunity to learn, grow and succeed together 

Overview – Role

We are seeking a proactive and highly organized Office Administrator to support a growing organization operating in a dynamic set-up environment with both operational and corporate teams. The role will be responsible for ensuring smooth day-to-day office functioning, coordinating administrative activities, and supporting business operations as the organization scales. The ideal candidate will be adaptable, resourceful, and capable of managing multiple responsibilities in a fast-paced and evolving workplace. This role will be pivotal in ensuring seamless administrative coordination across office-based and remote employees while supporting stakeholders across multiple geographies.

This is an office-based role in Worley area in Mumbai , India and in this role , you will thrive in a fast-paced, evolving environment and possess strong coordination, communication, and organizational skills to support business operations across different time zones and functions.

Key Responsibilities

• Oversee day-to-day office operations to ensure an efficient, organized, and professional work environment , managing office facilities, supplies, equipment, and vendor relationships and coordinating maintenance, IT support, and general administrative services while establishing and maintaining effective administrative systems, records, and documentation
• Support implementation of office policies, procedures, and best practices aligned with a growing organization
• Provide administrative support to both remote and office-based employees across locations and coordinate onboarding logistics including system access, documentation, equipment, and workspace readiness
• Provide support in areas of Financial & HR Administration
• Assist with bookkeeping, invoicing,  in collaboration with the accounting teams
• Process expense reports and manage petty cash
• Support onboarding of technical staff and maintain contractor agreements, client & Vendor Communication and serve as the first point of contact for clients, contractors, and suppliers
• Schedule meetings, take minutes, and follow up on action items
• Manage correspondence, calls, and office calendars
• Support compliance management, licensing, company registrations, insurance, professional licenses, and accreditations

  Requirements and Qualifications 

• Bachelor’s degree from a reputable academic organization or higher with at least 5 years of experience in administrative or office management roles, preferably in an engineering, architectural, or technical environment
• Strong proficiency in MS Office and virtual collaboration tools (Teams, Zoom, etc.).
• Strong organizational and multitasking skills along with excellent written and verbal communication skills in English and ability to coordinate across time zones and cultures displaying high level of discretion and professionalism and having a problem-solving and proactive approach
• Adaptability in a fast-paced, evolving environment
• Previous experience related to government regulations related to projects and expansion operations
• Be able to demonstrate effective written and oral communication skills to write tracking reports, business correspondence, presentations, and to respond to questions from groups of managers, clients and other stakeholders
• Able to work independently and as part of a team, enjoying professional challenges and desire to be an integral part of the long-term growth of Jensen Hughes
• Being a responsible self-starter with problem solving and reasoning skills, possessing intermediate to high-level personal computer skills, excellent prioritization skills and very comfortable using own initiative displaying flexibility and adaptability to work in a fast-paced set up environment

Why you should join Jensen Hughes

• You will work on exciting, challenging and at times groundbreaking designs and projects with market-leading clients whilst having the backing of a leading international firm
• There is continued support from the leadership team with a measured and flexible approach to carrying out day to day activities
• Career advancement with an established framework is in place – clearly defining expectations and outlining opportunities for advancement

#LI-SR1

Jensen Hughes is an Equal Opportunity Employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

At Jensen Hughes, we embrace innovation and understand that people are increasingly using artificial intelligence (AI) tools like ChatGPT and other generative platforms to learn, prepare and communicate.  We have provided some guidelines regarding the responsible use of AI in the recruitment process.  Please click here to review.

The security of your personal data is important to us. Jensen Hughes has implemented reasonable physical, technical, and administrative security standards to protect personal data from loss, misuse, alteration, or destruction. We protect your personal data against unauthorized access, use, or disclosure, using security technologies and procedures, such as encryption and limited access. Only authorized individuals may access your personal data for the purpose for which it was collected, and these individuals receive training about the importance of protecting personal data.  Jensen Hughes is committed to compliance with all relevant data privacy laws in all areas where we do business, including, but not limited to, the GDPR and the CCPA.  Additionally, our service providers are contractually bound to maintain the confidentiality of personal data and may not use the information for any unauthorized purpose.

*Policy on use of 3rd party recruiting agency for direct placements

Jensen Hughes will occasionally augment a recruiting search through agencies for certain positions when business conditions warrant. Jensen Hughes will not accept resumes, inquiries or proposals from recruiting agencies as an acceptable method to consider a candidate. 3rd party recruiting agencies must sign a standard Jensen Hughes agreement after being evaluated and accepted by a Human Resources or Talent Acquisition manager, or member of the talent acquisition team. Hiring managers and employees of Jensen Hughes are not authorized to accept resumes, engage in fee-based searches through recruiting firms or sign a search agreement. Please note this policy does not apply to “staffing firms” or firms that are involved with hiring temporary staff. Any recruiting agency interested in being considered may contact our recruiting team at jensenhughesrecruiting.com.