Location: The role involves rotation between our offices located in Delhi, Noida, and Gurgaon.
Role: On Role / Consultant
- Overseeing reception duties, including call management, greeting visitors, and utilizing EPBX systems for reporting. Communicating messages to both internal and external stakeholders via email.
- Managing conference room logistics, including maintenance, scheduling, and reporting.
- Proficient in technology, capable of setting up video conferencing and other equipment in meeting spaces.
- Facilitating call and video conferencing services.
- Administering the visitor management system and generating related reports.
- Assisting clients with their needs, including food and beverage arrangements.
- Coordinating events and seminars effectively.
- Keeping a detailed log of conference room usage and maintenance activities.
- Overseeing petty cash and managing expenses within the department.
- Monitoring office supply inventory and providing timely updates. Reception Management, calls greeting handling EPBX and reports. Passing messages to internal and external members, on emails.
- Issuing and reporting on stationery orders, along with managing printing and inventory of supplies.
- Collaborating with facility teams to ensure cleanliness and maintenance of the office environment.
- Supervising the daily operations of the administrative department and its staff.
- Improving the overall quality of office services within the Administration and Facilities sectors.
- Guaranteeing seamless business operations at various sites by preparing Business Impact Analysis (BIA) and Risk Assessment (RA) plans, and engaging in both internal and external audit processes.
- Overseeing front desk responsibilities and assisting in the coordination of various events.
- Managing maintenance activities related to administrative and facility systems, such as HVAC, EPABX, UPS, power backup, access control, video management, and public address systems.
- Managing relationships with vendors, overseeing procurement, drafting contracts, developing policies, and evaluating vendor performance.
- Responsible for administration and facilities management across multiple sites, emphasizing both technical and soft services.
- Conducting financial management and analysis based on historical data and future budget projections.
- Overseeing building management initiatives and engaging with various stakeholders.
- Working in partnership with multiple departments to guarantee the prompt execution of designated tasks.
- Administering team interactions, shift rotations, leave applications, and the approval workflow.
- Creating, assessing, and improving administrative frameworks, policies, and procedures.
- Ensuring the office is sufficiently stocked and that all equipment is operational and properly maintained.
- Overseeing compliance in critical areas such as fire safety, labor laws, and Know Your Customer (KYC) standards.
- Organizing, planning, and promoting office activities, including meetings, conferences, interviews, orientations, and training programs.
- Gathering, structuring, and preserving information using digital systems and filing techniques.
- Directing special projects and tracking progress towards the organization's goals.
- Advancing professional development through engagement in educational programs.
- Overseeing file management processes, including the storage and retrieval of all files, whether related to litigation or corporate matters, while maintaining continuous coordination with relevant parties.
- Following up with Advocates/Court Clerks/Team secretaries regarding file cleaning
- Supervision of File storage area in Record Room as well as floor areas and allocation of identified and recorded space to files
Administrative Requirements:
- A bachelors degree in business administration, management, or a similar field is mandatory.
- The preferred candidate will demonstrate exceptional leadership skills and effective management of time, tasks, and resources.
- Essential skills include strong problem-solving abilities, critical thinking, coaching, interpersonal communication, and proficiency in both spoken and written formats.
- Competence in computer software, especially MS Office, is required.
- The applicant should be skilled in planning and overseeing various projects and meeting deadlines.
- Knowledge of budget management, human resources, and customer service practices is a plus.
- A dedication to continuous professional development through educational initiatives is anticipated.
- Familiarity with MS Office tools (such as Excel, Word, PowerPoint) and MS Outlook for email and calendar management is essential.
- The candidate must be reachable via email and phone outside of regular office hours and should be adaptable to either a 9 AM to 6 PM or an 11 AM to 8 PM work schedule.
- A minimum of 8-10 years of experience in administration, facilities management, procurement, or business continuity is essential, along with the ability to manage teams and oversee multiple locations.
