Admin Associate

Admin Associate

Location: Bangalore, India (On-site, Full-time)

About Unifize:

At Unifize, we’re building a SaaS platform that revolutionises process efficiency for product development, quality, and operations teams in ISO and FDA-regulated companies, especially in manufacturing and life science industries.

By integrating communication, data, documents, and workflows into a chat-based, configurable platform, we help our customers deliver better products on time, on budget, and with reduced risk.

Please review:

• Case studies and testimonials from customers who talk extensively about their transformational experience using Unifize.
• A platform page that explores the various pioneering platform features
• About us, which includes a questionable piece of amateur dramatics by the founders.

Who You Are:

• A highly organized, dependable individual with a proactive and solution-oriented mindset.
• Comfortable working on-site in a dynamic, fast-paced environment while coordinating effectively across multiple teams.
• Someone skilled in managing physical and digital assets, maintaining access rights, and supporting compliance and audit readiness.

Roles & Responsibilities:

• Manage daily office operations, including procurement of supplies, food & beverages, and staff utilities, while overseeing asset tracking, facilities management, and ensuring a clean, organized, and functional workspace.
• Coordinate with housekeeping staff, building security, and external service providers (e.g., maintenance, Wi-Fi repairs) to ensure uninterrupted office upkeep; manage travel arrangements for employees and stakeholders as needed, including transportation and accommodation logistics.
• Supervise office support staff, delegate tasks effectively, and maintain overall office discipline and efficiency.
• Own the end-to-end vendor management process, including onboarding, documentation, contract management, and compliance checks; maintain and regularly update a database of active vendors and service-level agreements, and liaise with vendors to ensure timely service delivery.
• Track petty cash, process reimbursements, manage office-related invoices, and coordinate with the finance team to ensure timely vendor payments.
• Coordinate workspace setup, welcome kits, and rental laptop assignment for new hires; maintain an up-to-date register of IT assets and employee access rights, and oversee offboarding processes to ensure proper revocation of access and recovery of all issued assets.
• Support HR functions, including attendance tracking, leave record maintenance, and coordination of onboarding and offboarding paperwork.
• Manage official correspondence, including courier dispatches and postal mail, and maintain organized records of all incoming and outgoing communications.
• Maintain a well-structured filing system — both physical and digital — for contracts, vendor agreements, employee asset registers, and all other administrative records.
• Ensure the office meets health and safety standards, including upkeep of fire exits, first aid kits, and emergency contacts, while actively supporting audit readiness from a facilities and compliance standpoint.

Requirements:

• Bachelor's in any field
• Experience: 1-3 years
• Proficient in English — Strong command of written and spoken English, with experience drafting clear and concise documentation.
• The Admin Associate serves as a central point of coordination across employees, founders, vendors, and all external stakeholders associated with Unifize. While reporting to a single manager, this role requires the initiative and interpersonal skill to proactively identify, prioritize, and fulfill the needs and requirements of everyone they interact with — ensuring nothing falls through the cracks.