Office Administrator (Contract role)
Eightfold · Noida
Eightfold is a global leader in an AI-native enterprise talent platform, trusted by the world’s largest & most respected Fortune 500 organizations. Our platform is built from the ground up, operating at scale across Azure and AWS, deployed in multiple regions globally, including IL4-compliant environments for the US Government, supporting users in 100+ countries and 30+ languages. Today, Eightfold is at the forefront of agentic AI, delivering intelligent agents that actively drive outcomes across hiring and talent workflows, while much of the industry is still experimenting with prototypes. Backed by over $410M in funding and valued at $2B+, we are defining the next era of agentic talent systems.
What sets Eightfold apart is not just the technology & our mission, but the team behind it. We are a deeply technical, execution-driven organization that values ownership, collaboration, and high standards. Our engineers, product leaders, and go-to-market teams work closely together — in person and across functions — to build systems that scale in the real world. If you’re excited to work on hard problems, move with urgency, raise the bar every day, and help build agentic systems that transform how the world works, Eightfold is the place to do it.
Location: Noida (100% work from office)
Work schedule: Monday to Friday, on-site
Role type: Contract (1 year)
Role Overview
We are looking for a proactive, detail-oriented Office Administrator to own day-to-day workplace operations at our Noida office and to support select administrative activities across our India footprint, including the Bengaluru office. This is a fully on-site role in Noida, five days a week. You will be the single point of contact for everything that keeps the Noida office running: facilities upkeep, vendors, supplies, visitor hospitality, and on-ground logistics for joiners, leavers, and events. Alongside this, you will take ownership of certain company-wide admin processes that are managed centrally, working closely with the Bengaluru workplace team and the People and IT teams.
Key Responsibilities
Facilities & Office Upkeep
- Manage daily administrative operations of the Noida office and ensure the space is clean, well-maintained, safe, and presentable at all times.
- Coordinate with building management and landlord on maintenance, repairs, access control, parking, and common-area issues.
- Track and ensure timely renewal of AMCs, fire-safety checks, pest control, and other statutory or periodic maintenance.
- Manage seating, desk allocation, and meeting-room readiness.
Vendor, Procurement & Inventory Management
- Manage housekeeping, pantry, security, courier, stationery, and other office vendors and service quality.
- Maintain stock of office supplies, pantry consumables, and housekeeping materials; raise purchase requests and control spend within budget.
- Collect quotations, negotiate with vendors, and ensure timely invoice verification, submission, and payment follow-up with Finance.
- Maintain a vendor master, contract tracker and monthly admin expense summary.
All-India Admin Support
- Own or co-own selected pan-India administrative processes as assigned, such as courier and dispatch coordination, welcome-kit and merchandise logistics to employees across locations, centralised vendor or subscription renewals, and travel or accommodation support for visiting employees.
- Provide remote administrative support to the Bengaluru office on shared vendors, purchases, invoice processing, and event logistics, and be available to travel to Bengaluru occasionally for large events or office projects.
- Help standardise admin trackers, checklists, and processes so both offices operate consistently.
IT Asset Custody (on-ground support)
- Maintain the physical inventory of laptops and accessories at the Noida office.
- Hand over and collect assets during joining and exit as directed by the central IT team; coordinate repairs and replacements with vendors, including shipment of assets to and from remote employees where required
Hospitality, Events & Employee Support
- Manage front-desk and visitor experience: reception, guest registration, meeting-room setup, and refreshments.
- Coordinate food and beverage arrangements for daily operations and for meetings or events.
- Handle on-ground logistics for team lunches, festival celebrations, town halls, and monthly engagement events organised with the People Team.
- Support onboarding and offboarding logistics: ID cards, desk and access setup, welcome kits, and asset collection.
- Respond to and resolve employee queries and requests related to facilities and administration, and clear tickets within turnaround.
Reporting & Coordination
- Share a weekly update on Noida office operations, all-India admin items & open issues.
- Coordinate remotely with the Bengaluru office on shared vendors, standards, and processes as needed.
Qualifications
- Bachelor's degree or equivalent practical experience.
- 4–5 years of experience in office administration or facilities management in a corporate environment, ideally a tech or startup setting; experience supporting more than one office location or remote employees is a plus.
- Hands-on experience managing housekeeping, pantry, and maintenance vendors, and processing vendor invoices.
- Working proficiency in MS Excel, Word, and Outlook, and comfort with Google Workspace (Gmail, Sheets, Calendar).
- Strong organisational skills; able to multitask and prioritise in a fast-paced environment.
- Good written and spoken communication in English and Hindi; professional in dealing with employees, leadership, and visitors.
- Detail-oriented, dependable, and comfortable owning outcomes independently as the sole admin presence in the office.
We are a team of self-starters who excel in their fields. We believe in giving you responsibility, not a task. We want you to have ownership and pride in your work and see your work's positive impact on your colleagues, our customers, and the world. We believe in providing transparency and support so you can do the best work of your career.