Administration Executive

Position Title:

Organization /Function:

Years of experience

Relevant Experience

Educational Qualification:

Company Overview:

• End to end Facility Management
• Managing House Keeping, Transportation and Security Services
• Managing Food Vendors, Food Committee
• Visitor / Guest Management
• Inventory management
• Travel arrangements and Hotel Reservation
• Taking care of inbound and outbound couriers
• Taking care of bills and purchase orders
• Vendor Management
• Coordinating with Banks, Government officials and local authority as necessary

Business Relationships:

• To build, develop and maintain relationship with the employees and Senior Managers for efficient facilities management

Must-have Skills:

• Knowledge and working experience with organizations providing 24/7 Services
• Hands on experience in managing facilities and transport
• Managing inhouse parking facility
• Technical knowledge of Electrical, Generator & Plumbing works
• Working experience of managing food supply vendors, collecting feedback from employees and smooth management of food supply
• Vendor management
• Good Written and Verbal Communication skills
• Good computer skills including Microsoft Office and internet research

Good-to-have-skills

• Hands on experience on Visa processing & Travel arrangements
• Transport facility co-ordination
• Technology knowledge Ability to understand technology and to keep abreast of technology trends of the company.

Responsibilities

• Work with compliance vendor for regular audit, support with all required tasks related to SOC2 audit, interacting with service provider to make sure all facility related to tasks
• Facilitating, coordinating with various stake holders, Employees, Consulate and US-HR and Admin Team for successful completion of Visa and travel activity
• Review CCTV camera recordings and provide regular report to the manager
• Willingness to actively participate in other functions of Business Operations as and when guided by the Senior Manager
• Managing housekeeping and security
• Maintaining of proper seating arrangements in the floor and reception
• Ensure office is cleaned and well maintained.
• Coordinate with accounts dept for deposit of cheques and cash deposit, cash withdraw if any
• Prepare regular reports on expenses and office budgets
• Check the Stationery, Housekeeping materials, Medicine availability, and maintain stock update and send requirements to the head
• Vendor management and new vendor searching
• Housekeeping, Security attendance cross checking including time and signature.
• Reception handling, Maintain and update company vendor databases
• Answer queries by employees related to facilities and vendors
• Maintain a company calendar and schedule appointments
• Book meeting rooms as required
• Distribute and store correspondence (e.g. letters, emails and packages)
• Prepare reports and presentations with statistical data, as assigned
• Arrange travel and accommodations