Job
Description
JOB DESCRIPTION
BUSINESS UNIT/FUNCTION
DT Detection Technology India Pvt Ltd.
JOB TITLE
Office Administration Specialist
LOCATION
Manesar (Gurugram)
REPORTS TO (THE ROLE)
General Manager - India
PURPOSE OF THE JOB
Office Administration Specialist takes on various roles in DTI to help ensuring effective day-to-day operations. The role involves, but is not limited to:
· Managing the office, vendor contracts and relations, and office functions and services.
· Handling all logistics related activities including the imports and local customer shipments.
· Maintaining the local office expenses
KEY INTERACTIONS
· Serving as primary local liaison between the local team, DT Group functions (People & Culture, Finance and IT, Operations) and managers, providing information, answering questions, and responding to requests.
· Primary contact for liaisons with the local vendors, Landlord, Custom House Agent (CHA), Logistics providers, maintenance service providers etc.
· Customer communication for billing and logistics.
KNOWLEDGE / SKILLS / EXPERIENCE
Required:
Proven success in office administration
• Fluent written and verbal communication skills in Hindi and in English
• Strong time-management and multitasking abilities
• Proficiency with office applications, and aptitude for learning new software and systems
• Ability to maintain confidentiality of company information
• Ability to handle the unexpected is essential qualification for the position.
Preferred: Experience with any ERP software, billing / accounting software,
KEY RESPONSIBILITIES
Performs a variety of administrative duties at the location such as:
· Local point of contact related to office services such as cleaning, electricity and security and other necessary items for office maintenance.
· Contacts to local insurance broker, landlord, etc.
· Managing visitors and vendors, handling correspondence and managing office equipment and supplies.
· On-site contact point for IT to coordinate the work in cases of physical updates and maintenance.
· Support for travel arrangements and logistics where needed.
· Supports DT Group Finance to provide management of invoices, payments and related documentation.
· Local contact point towards local accounting office for DTI local accounting, financial reporting and tax.
· Local contact point towards local auditor, participation in annual audit related process (ie. interviews by the Auditor).
· Communicating local accounting matters with named Accountant in Finland, managing invoices in DT systems.
· Implementation of DT Group People & Culture processes locally, such as payroll (including absence management), maintenance of personnel data and other named duties.
· Local point of contact for the local payroll vendor and employer union.
· Customer communication for orders, billing and dispatch.
· Supports the management for the local team by contributing to recruiting, hiring and conducting or coordinating local onboarding and trainings as necessary.
· Prepares and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
KEY PERFORMANCE INDICATORS (KPIs)
KPIs are agreed upon and documented in Employee Development Discussions (EDD)
