Administration Executive

Job brief/purpose

Office Administration and Safety Co-ordination Role to provide support and assistance in the smooth running of Arup Office located in Mumbai

Preferred candidate profile

Role and Responsibilities

A person who has a passion and enthusiasm for the ensuring an office runs efficiently and effectively and who is seen by their peers as a team player and works in a collaborative/proactive manner, is self motivated and adaptable. The role will be based in our Gurgaon office with responsibility to manage admin functions for Mumbai office. The successful candidate will play a pivotal role in supporting the office leaders and will be responsible for a wide range of duties related to office administration and safety coordination.

Office facilities & Administration:

• Handling reception and helping visitors, Understand how to answer the phone and the need for politeness and professionalism on the phone as often you will be the first impression the clients receive. The ability to take an accurate message and follow through with the individual, or be able to route to another person as appropriate.
• Managing the office facilities well and ensuring the equipment/systems are well maintained at all times. Proactive and timely maintenance and attending to urgent repairs when needed and managing the housekeeping and security contract staff and monitoring their work and interface and maintain good relations with the landlord, assist in moving of office, new office search, etc.
• Appointing (minimum 3 quotes) and coordinating with vendors & suppliers as required from time to time and develop good working relationships with key third party partners/collaborators for requirements and to ensure that project and office deadlines can be achieved in a timely manner.
• Coordinate courier services for the office and handle incoming calls/general mails and dealing with courier/post in & out with general project support scanning, printing, filing, etc. Office Stationery, first-aid kit & Pantry stock keeping. Coordinate with IT for IT equipment and stocks
• Maintain and manage both the hardcopy filing and electronic files as appropriate. co-ordination and management of archiving of completed projects.Co-ordination and organisation of monthly team meetings in the office, assist in the co-ordination of office and client social events, conference/ meeting room reservations
• Allocating seating for new joinees, managing seating arrangements, etc. Making Visitors feel welcome in the office, and briefing them on H&S, and the amenities. Maintenance of the noticeboards with H&S, Staff, News articles. Support and assist with the implementation and maintenance of the HSEQ systems in the office. Assist in the H&S tasks and processes, maintain proper records. General support to HSEQ India Manager

Qualifications

• Graduate degree is a must. Secretarial diploma or certification would be preferred.
• 5 to 8 years of relevant work experience.
• Proficient with Microsoft office particularly Microsoft Outlook, Word, Excel and PowerPoint, One Drive, etc.
• Computer software skills that would be advantageous include Acrobat Reader/ Writer and Visio, Power BI, etc.
• Excellent in spoken and written English with good organizational skills and the ability to multi-task
• Self motivated individual who has a passion to learn and develop in the role with the growth of the organization.
• Good interpersonal skills and team player. Ability to manage confidential information. Able to quickly develop successful relationships with good organisation skills;
• Ability to work under pressure and meet strict deadlines is essential with excellent communications skills (both written and verbal); and commercial awareness.