Administrative Support Senior Analyst

Key Responsibilities

Administrative Management

• Coordinate with various departments for day-to-day administrative requirements
• Manage office supplies inventory and procurement
• Manage Printing Stationary
• Handle visitor management and access control
• Maintain office documentation and records
• Coordinate internal events and meetings
• Arranging outside office - team lunch, dinner with negotiating rates
  

Soft Services Management

• Oversee housekeeping & Security services
• Manage cafeteria operations and food vendors
• Coordinate pest control services
• Supervise landscaping and indoor plants maintenance
• Monitor waste management systems
• Manage mail room operations
  

Employee Support

• Address employee queries regarding facility services
• Manage seating arrangements
• Handle employee transportation services
• Coordinate with IT for workspace setup
• Arrange accommodation for New Joinee
• Process employee Face access & ID cards
  

Vendor Management

• Coordinate with service providers and vendors
• Monitor service level agreements (SLAs)
• Review vendor performance
• Process vendor payments and invoices
• Maintain vendor documentation
  

Health & Safety

• Ensure compliance with health and safety regulations
• Coordinate fire safety drills
• Maintain first aid facilities
• Monitor COVID-19 protocols (if applicable)
• Conduct regular safety audits
  

Charge Back Data To Finance

• Collection of Invoices & checking for accuracy
• Seeking approval and uploading in system
• Prepare Charge back data as per the department Cost centers and submit to finance Dept.
  

Oracle & Data Zen

• Preparation of Purchase Order & STSO for Pan India Admin. Team.
• Creating New Vendor in Data Zen - Registration, change of vendor bankers & vendor email
  

Facility Charges

• Checking & processing of RENT, CAM & UTILITIES Invoices (3 rd , 4 th & 9 th Floor).
  

Events

Technovation –

• Finalizing the venue, Breakfast, food, sitting arrangement, etc.
• Internal co-ordinating with the concerned departments for getting the activities done - printing of posters, gift finalization, printing, shirts, transportation of material, stage, photography, etc.
• To name a few - Republic Day, Women's Day, Independence Day, Diwali, Dussehra, Cricket tournament, Gala Night etc. & monthly employee engagement activities – in co-ordination with HR.
  

Hospitality

• Interacting & co-ordinating with the foreign delegates for stay, local transportation & special lunch arrangement.
• Signing of Contract with negotiating on room rates with nearby hotel.
  

IBS Expansion

• Co-ordinating with Admin Director and timely support extended.
  

About The Team