Duties & Responsibilities:
General Administration Management:
- Office Services activities, including mail room, files, reception, catering and clerical support
- Coordinate all facility management functions
- To support in preparing annual office budget and manage office services related to budget and expenditures.
- Conducting periodic cost analyses and recommend appropriate actions to ensure cost-effective delivery of services
- Check payment invoices & ensure receipt of materials, correct price and necessary purchase authority and get them approved from Admin head.
- Statutory compliances and necessary registration of local Government agencies- Maintain an up-to-date knowledge of statutory requirements, including financial, health & safety, employment, etc.
- Responsible to manage a team of Admin Coordinators, 3rd party contract employees & Office Supervisors
Facility Management:
- Maintain office security and safety, initiate appropriate actions to ensure security
- Maintain and update inventories of all office equipment
- Managing regular maintenance of facilities & equipment's (AMC contracts)
- Responsible to manage a team of Maintenance technicians and 3rd party facility service provider by defining goals, priorities; organize staff planning, staff training to ensure service levels.
Travel Management:
- Manage the requirements for all Travel / Implant (Air, Train, Hotel & Car) related issues for business and management
- Managing Hotel and service apartment arrangement
- Coordinating to Consulates in cases of urgency
- Corporate tie-ups with hotels, cab companies etc.
Other responsibilities:
- Provide administrative support, workstations, file space and equipment for all employees assigned to the office.
- Vendor Management
- Strong multitasking and organizational skills
- Ability to proactively solve problems in order to avoid crises
- Highly developed relationship management, presentation and communication skills with the ability to express ideas in a clear and concise manner to employees at all levels.
- Effective in time management, proactive and highly motivated
- Establish and maintain good working rapport with employees and leadership and collect regular feedback to help the office operations run more smoothly
- Plan and coordinate office events and other social functions
Knowledge, Experience & Skills:
- Strong oral, written and analytical skills, ability to communicate and present at senior levels
- Strong interpersonal skills;
- Ability to identify problems and provide solutions
- Work well under pressure
- Well versed with Microsoft office
