Administrative Assistant

Job DescriptionPosition Title: Administrative Support Employment Type: Full-Time Work Mode: On-site Location: Mohali Company: OzFin Solutions Pvt Ltd Reporting To: Office Manager / Head of OperationsRole OverviewOzFin Solutions Pvt Ltd is seeking a highly organized Administrative Officer responsible for managing all administrative functions of the business while providing direct support to the Customer Relationship Team, Financial Analysts, and management. This role is integral to ensuring efficient office operations, accurate system updates, timely client communication, and smooth coordination across internal teams.The successful candidate will manage end-to-end administration, CRM updates, HR and talent support, client documentation follow-ups, and operational system maintenance.Key ResponsibilitiesCore Administration, CRM & Analyst Support·        Perform all day-to-day administrative duties for the office.·        Manage and maintain the CRM system, ensuring all client, application, and interaction records are accurate and up to date.·        Provide direct administrative support to Financial Analysts, including document preparation, data entry, file collation, and application support.·        Support the Customer Relationship Team with client coordination, document tracking, and follow-ups via calls, emails, and chat platforms.·        Send documentation requests to clients and follow up to ensure timely receipt of outstanding information.·        Issue privacy consent forms to clients and actively follow up to obtain completed consents.·        Assist with chasing valuations where delays occur and liaise with relevant parties as required.·        Update Keeper and other internal systems with financials, client information, and status notes as directed.Attendance, HR & Talent Support·        Manage daily staff attendance, leave records, and timesheets.·        Provide administrative support for HR and talent functions, including onboarding documentation, staff records, and internal trackers.·        Maintain accurate and confidential employee records and HR documentation.Office Operations & Maintenance·        Manage overall office operations, cleanliness, and organisation.·        Coordinate with vendors, service providers, and building management for office maintenance, repairs, and utilities.·        Monitor and manage office supplies, stationery, and consumables.·        Maintain office equipment, including printers, phones, and other administrative assets.Coordination, Communication & Compliance·        Act as the first point of contact for visitors, calls, deliveries, and general office enquiries.·        Coordinate meetings, manage meeting rooms, and assist with scheduling for analysts and management.·        Liaise with external vendors, couriers, lenders, valuers, and service providers as required.·        Ensure administrative processes comply with internal policies and procedures.·        Assist in maintaining internal compliance records and operational documentation.·        Provide ad-hoc administrative and operational support to management as required.Skills & Competencies·        Strong organisational and multitasking skills with the ability to manage high-volume administrative and client-facing tasks.·        High level of accuracy and attention to detail, particularly with CRM and financial documentation.·        Clear written and verbal communication skills for client and internal stakeholder interactions.·        Ability to support multiple teams, including analysts, customer relationship staff, and HR.·        Professional discretion when handling confidential client and employee information.Qualifications & Experience·        Previous experience in an administrative, CRM, or office support role is preferred.·        Proficiency in CRM systems, Microsoft Office (Word, Excel, Outlook), and internal management tools.·        Experience in finance, lending, professional services, or a corporate office environment is highly regarded.Personal Attributes·        Highly organised, proactive, and dependable.·        Client-focused with a strong service mindset.·        Ability to work under pressure and manage competing priorities.·        Committed to maintaining a structured, compliant, and efficient office operation.

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