Job Description
Position: Front Office Assistant cum Documentist
Organization: Vidyaranya
Location: Shivajinagar, Bengaluru
Reports To: General Secretary / Administration Manager
Job Summary
The Front Office Assistant cum Documentist will be responsible for managing the organization's front office, handling visitors and communications, maintaining office records and documentation, supporting administrative functions, and ensuring proper filing of organizational documents in both physical and digital formats.
Key Responsibilities
Front Office Management
• Welcome and assist visitors, donors, government officials, beneficiaries, and other stakeholders professionally.
• Attend and route incoming telephone calls and emails.
• Maintain the visitor register and appointment schedule.
• Receive, dispatch, and track courier and postal communications.
Documentation & Record Management
• Maintain systematic physical and electronic filing systems.
• Organize and preserve project files, legal documents, MoUs, agreements, reports, and correspondence.
• Scan, digitize, and archive important documents.
• Retrieve documents whenever required.
• Maintain document confidentiality and security.
• Maintain all office files and records in a neat, systematic, and easily retrievable manner.
• Ensure proper filing, indexing, and safe custody of all physical and electronic documents.
Administrative Support
• Prepare letters, notices, meeting minutes, and official correspondence.
• Assist in preparing reports, proposals, presentations, and other office documents.
• Coordinate meetings and maintain meeting records.
• Support procurement and inventory management of office stationery and supplies.
• Carry out photocopying (Xerox), printing, scanning, and document binding as required.
Coordination
• Coordinate with project offices for collection of reports and documentation.
• Support the Resource Mobilization, Accounts, and Programme teams in maintaining records.
• Perform other administrative duties assigned by the management.
Qualification
• Bachelor's Degree in any discipline.
• Diploma or certification in Office Administration or Computer Applications is desirable.
Experience
• 2–5 years of experience in front office, administration, or document management.
• Experience in an NGO will be an added advantage.
Skills Required
• Excellent communication skills in English and Kannada (Hindi will be an added advantage).
• Good knowledge of MS Office (Word, Excel, and PowerPoint).
• Excellent document filing and record management skills.
• Strong organizational and multitasking abilities.
• Professional appearance and pleasant personality.
• Ability to maintain confidentiality and accuracy.
Key Competencies
• Attention to detail
• Time management
• Professional etiquette
• Teamwork
• Integrity
• Customer service orientation
• Documentation and record management
Salary
As per the organization's norms and based on qualification and experience.
Preferred Candidate: Female candidates with strong communication and administrative skills will be given preference.
How to Apply
Interested candidates may submit their application to:
The General Secretary
Vidyaranya
Last Date for Submission of Application: 30 August 2026
For more information, please contact:
Ms. Vani
Phone: 080 22862622
Application submit to :-info@vidyaranya.org