Business Support, Administrative Assistant

Job Description

To provide Administrative Assistant duties in accordance with company policies, procedures and processes. Achievement of the Key Performance Indicators and Service Level Agreement targets. ROLES AND RESPONSIBILITIES Major Responsibilities Maintaining the calendar on a daily, weekly, and monthly basis to RE Asia FM Manager and supporting RE Team India International and Domestic travel arrangements. Cab arrangements for RE Team Maintain senior leaders agenda and assist in planning appointments, conferences etc. Meeting rooms booking Preparing travel and meeting agenda Sending birthday mails and gifts to staff. Arranging accommodation for Shell employees in STCB location On- boarding Maintaining Distribution list of RE Team India and RE team Asia. Plan and schedule on-site and off-site meetings, conferences, and teleconferences. Preparing Visa invitation letter Preparing expense report, reconciling credit card statements, or submitting billing information. Welcomes guests and clients by greeting them, in person or on the telephone and escorting to office. Usage and administration of departmental credit cards Office Administration Provide general admin support where applicable, i.e complex/large scanning, printing. Preparing and maintaining weekly occupancy report of Shell and contract staffs ( India ). Day to day GID report maintain and update Courier incoming and outgoing management Purchase of RE office supplies and coordination Applying for new GCC and GCC related queries management RE team members concur profile and expenses management Others Coordinate and organize events requested by client. Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report Emergency call support and site attendance is required Participate in emergency evacuation procedures including crisis management and business continuity CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA Ideal Experience Experience in Administration Skills. Strong Customer Service focus Excellent people skills and ability to interact with a wide range of client staff and demands Strong PC literacy and proven ability to manage daily activities using various systems. Demonstrated experience with continuous improvement initiatives highly desirable Demonstrated experience with client reporting and preparation of reports required Key Performance Measures Compliance with the Service Level Agreement established between Jones Lang LaSalle and (Client)