Site Administrative Assistant

Mission

Your mission

We are looking for a proactive and highly organized Site Administrative & Logistics Coordinator to support daily site operations and act as the main administrative contact for a team of engineers.

You are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.
 

Challenges we trust you with

Key Responsibilities

• Coordinate site administration, meetings, visits, and communication with local team & Headquarters.
• Manage office operations, suppliers, contracts, assets, and facilities issues
• Financial administration, organize business travel and Supporting HR ,onboarding of new employees.
• Provide HR support: benefits administration, trainings, safety programs, PPE, and EHS records
• Coordinate logistics: shipments, spare parts ordering, stock tracking, inventory, tools calibration and returns.
• Support site accounting: purchase orders, invoices, petty cash, expenses, and cost reporting
• Support quality systems, documentation, and internal communication activities

What we value

Your Profile

• Graduate with 2–5 years’ experience in administrative, office management, or site coordination roles
• Accurate, reliable, and able to deliver under strict deadlines while consistently working in compliance with rules, procedures, and regulatory requirements.
• Highly organized and able to manage multiple priorities efficiently.
• Comfortable working with procedures, compliance requirements, should be well-organized, reliable, and able to manage multiple priorities
• Flexible and willing to adapt to operational needs & sometime local travel outside office (occasional after office hours & tasks rarely performed on weekends, etc.).
• Based in Navi Mumbai, within a maximum 45-minute commute from the ACTREC-Proton Therapy site.
• Flexible and autonomous team player, well organized and reliable, with the ability to manage multiple priorities while working in compliance with procedures and regulatory requirements.
• A proactive team player with strong interpersonal and communication skills in English & local language.
• Experience in logistics and stock management is a plus

Life at IBA

At IBA, we value creativity, innovation, and a commitment to excellence. As a certified B Corporation (B Corp), we uphold the highest standards of social and environmental performance. If you’re ready to embark on a journey where your skills and ideas can truly make an impact, apply now to join our dedicated team. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!