Administrative Assistant

• Greets , Verfies and directs visitors or guests to the relevant department/Host
• Issues and collects badges and passes to visitors authorized to enter company property
• Responsible for visitor management including DPS and visitor records
• Acts as focal for receipt and delivery of faxes and mails including express packages and publications
• Responsible for reception area to maintain high level of cleanliness & presentability
• Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media
• Takes proper facilities round every morning & take appropriate corrective & preventive actions as required
• Briefing outsourced manpower like Housekeeping & Security as & when required
• Inspects & updates the Food Services Management sheet daily including weekly menu display at LED & coordinating with supplier
• Keep a tab on Snacks vending Machine on daily basis, oversee sales & report out to BSS ; coordinates with supplier for breakdown & re filling
• Shows sensitivity to the culture and customs of local and foreign visitors
• Implements magazine / newspapers subscriptions / Cable TV subscriptions
• Monitor all the various registers kept at front desk & rear entrance
• Attends incoming phone calls
• Issue necessary work permits to suppliers as & when required & filing the same
• Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly
• Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping
• Arranges conference calls as & when requested by end users
• Daily supervision of security guards, housekeeping and office boys
• to monitor and verify the movement of materials and equipment in and out of the office using gate pass
• Provides general administrative support to all employees and visitors
• Supports BIES team during any event as & when directed
• Supports the HR team during mass recruitment drive/hiring drive
• MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as directed by the BSS/BSM
• Update & Circulate desk phones extension list on bi monthly basis
• Manage Meeting rooms booking request by end users
• Handling complete Procure to Pay (P2P) process on BIBS portal
• Responsible for inward and outward couriers
• Maintain all relevant compliance documents for manpower services supplier like EFS & G4S
• Clear employee LER/ TER with 100% receipts custody
• Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time
• Support BSS/AA in getting the workspace ready for new joiners/employees every Monday including cleanliness & name tags ; provides access on new badge
• Maintaining & reconciling the Distribution List (DL) for respective towers periodically
• Supports BSS/AA in physical verification of assets
• Maintain Shelter in Place items
• Support BSS & AA with Key monitoring process & report out
• Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills

Reports

Food Services - FSMS - Daily

Enterprise Space Management System (ESMS) - Monthly

Office Safety Checklist (OSC)- monthly

Dialogic reconciliation - monthly

Call tree - monthly

ERT list - monthly

Inventory - Stationary/HK/Pantry/M&E etc -weekly

Monthly Metro pass issuance

Parking stickers

Extension List of employees

Gate Pass

Work Permit(s)

Contractual manpower attendance - demand vs supply