Admin & Event Specialist

Scalemill is a company that partners with technology firms to boost revenue and reduce costs by establishing off-site inside sales, support, and customer success teams. Specializing exclusively in B2B SaaS products, Scalemill focuses on SaaS-trained Sales Development Representatives (SDRs) who set up qualified meetings for product demos and pitches. The role of Admin & Event Specialist involves providing essential day-to-day administrative support, managing company records, office supplies, budgets, and organizing company events. This position requires handling general office tasks, welcoming visitors, preparing documents, and supporting various departments to ensure smooth operations.

Key Responsibilities

- Inventory Management: Track office inventory and monitor supply usage to ensure essential items such as office and kitchen supplies, masks, and tissues are always available. Place orders and manage timely replenishment of consumables.

- Vendor Management: Maintain an updated list of approved vendors, including payment details and terms. Act as the primary contact for vendor coordination, follow up on orders, deliveries, services, and payments.

- Bills, Payments, and Petty Cash: Keep accurate records of bills and expenses, submit them for timely payment, and manage petty cash. Track utility, internet, and maintenance bills, verifying administrative expenses and coordinating with accounts.

- Office Management and Maintenance: Ensure all office equipment (ACs, cameras, locks, lights) is functional. Manage staff support including shift timings, meals, and cleaning schedules. Coordinate repairs and preventive maintenance, maintain SOPs, handle confidential correspondence, and support reception duties when needed.

- Asset Management: Maintain records of company assets assigned to employees, such as vehicles and phones. Ensure assets are well-maintained, serviced, and documented with warranties and service records.

- Reporting and Documentation: Prepare weekly and regular reports on office expenses, payments, and budgets. Maintain company databases, organize filing systems for confidential documents, and manage official correspondence and package distribution.

- Events and Outdoor Activities: Coordinate internal and external company events, handling venue bookings, supplies, and vendor arrangements. Collaborate with HR on employee celebrations like birthdays and anniversaries.

- Vehicle Management: Oversee purchase, registration, insurance, maintenance, and servicing of company vehicles. Monitor usage, fuel expenses, and coordinate with drivers to ensure vehicle availability and upkeep.

- Travel Planning and Coordination: Arrange business travel including transportation and accommodation. Manage travel schedules for employees and management, book flights and hotels, maintain travel expense records, and coordinate with relevant parties for smooth travel logistics.

Required Qualifications

- Bachelor’s degree.
- Minimum of two years’ proven experience in a related administrative or office management role.
- Fluent English communication skills, both written and verbal.
- Excellent organizational skills with the ability to manage multiple tasks efficiently.
- Strong time management and prioritization skills to thrive in a fast-paced environment.
- High attention to detail and accuracy in handling tasks.
- Comfortable with initiating conversations and persistence in outreach activities.
- Proficient with basic technology including computers, smartphones, and common office software.
- Skilled in Google Suite applications such as Gmail, Google Docs, Google Sheets, and Google Slides.

This is a full-time, on-site position reporting to the Operations & HR Manager. The role requires a proactive individual who can handle diverse administrative functions while supporting company events and travel coordination. The ideal candidate will be organized, communicative, and detail-oriented, contributing to the efficient running of the office and fostering a positive workplace environment.