Front Office Executive.

Job Profile: Office Front Desk Executive - Key Responsibilities.

General Administration:

1. Day-to-Day Administrative Activities:

• Efficiently manage daily administrative tasks to meet the requirements of internal stakeholders.
• Ensure smooth operation of office functions and address any administrative issues promptly.

2. Employee Interaction:

• Engage with employees to understand their administrative needs and provide appropriate support.
• Maintain open communication channels to address any concerns or requirements.

3. Repair and Maintenance Coordination:

• Coordinate repair and maintenance requests with the Facility Coordinator and Maintenance Support Team (MST).
• Ensure timely resolution of maintenance issues to maintain a safe and functional work environment.

4. Distribution of Uniforms, Shoes, and Stationery:

• Manage the distribution of uniforms, shoes, and stationery to employees.
• Maintain inventory records and ensure adequate stock levels.

5. Drinking Water Management:

• Oversee the provision and management of drinking water facilities.
• Ensure availability and quality of drinking water for all employees.

6. Audit Support:

• Assist in preparing for internal and external audits.
• Ensure compliance with audit requirements and maintain necessary documentation.

7. Staff Transport Coordination:

• Arrange and coordinate staff transport services.
• Address any transport-related issues and ensure efficient service.

8. Ticket Raising for Telephone and Internet Issues:

• Raise tickets for any telephone and internet connectivity issues.
• Coordinate with service providers to ensure timely resolution.

9. Meeting Room Preparation:

• Prepare board rooms, meeting rooms, and training rooms daily.
• Ensure rooms are equipped and ready for use.

10. Plant Rounds and 5S Compliance:

• Conduct daily rounds inside and outside the plant to address employee queries.
• Ensure compliance with 5S standards and maintain a clean and organized environment.

11. Visitor and Vendor Management:

• Manage interactions with visitors and vendors.
• Ensure a welcoming and professional environment for all external parties.

12. Courier Management:

• Handle courier management and maintain daily courier data.
• Ensure timely dispatch and receipt of courier items.

13. Transport Management:

• Coordinate vehicle management for a three-shift, unionized plant.
• Attend transport meetings and vehicle audits.
• Maintain vehicle audit documentation.

14. Safety Initiatives:

• Observe and address safety issues.
• Participate in TBWS meetings and ensure closure of action points.
• Distribute Personal Protective Equipment (PPE).
• Record FIFI observations in the system.
• Issue work permits for maintenance activities.

15. Canteen Management:

• Maintain daily headcount records.
• Conduct canteen audits as per the checklist.
• Manage inventory of pantry utensils.
• Perform pantry audits.

16. Audits, Visits, and Events:

• Maintain contractor safety files.
• Arrange refreshments for meetings and events.
• Prepare for event management activities.

17. Housekeeping Management:

• Work closely with the housekeeping agency to complete checklists and conduct daily rounds.
• Oversee garden development and maintenance.

18. Facilities Maintenance:

• Monitor maintenance activities, including issuing work permits, conducting HIRA (Hazard Identification and Risk Assessment), and preparing method statements.

19. Personal Attributes:

• Friendly and approachable demeanour.
• Proactive and solution-oriented mindset.
• Attention to detail and high level of accuracy.
• Ability to work independently and as part of a team.

20. Rewards and Recognition: Support the rewards and recognition program. Work with HR and other departments to support the rewards and recognition program. Ensure alignment with overall company goals and initiatives.

21. Toolbox Talks:

• Conduct toolbox talks for canteen and housekeeping staff.

22. Creche Management:

• Oversee the operations of the creche.

23. Presentation Preparation:

• Create PPTs for before and after scenarios.

24. Expense and Invoice Management:

• Prepare expense sheets.
• Submit all invoice bills to SCM GRR person.
• Send bills to IOC office by courier and track them.
• Crosscheck all bills and maintain a tracker.
• Follow up on bills and ensure timely submission.

Job Type: Full-time

Pay: ₹15,640.53 - ₹20,000.00 per month

Work Location: In person