Office Assistant / Admin

Detailed Responsibilities:

The key role responsibilities include:

• Visitor Management

  - Ensure each guests shares the required details on the visitor software. Download the data by the end of the week. Add/ Delete employees as and when required. Ensure that all guests are registered.

• Employee addition on access software

  - Add/ delete employees who are onboarded and exited. Ensure access is denied by the end of day that they exit. Download data as and when required and ensure timely maintenance of data is captured. Raise any challenges with Admin.

• Physical

  mail

  - Couriers -Coordinate with the co working space security to ensure all couriers have reached the MWT team on the same day that they are received and be the POC for handling couriers sent.

• Office upkeep meeting rooms

  - Ensure all meeting rooms are kept clean, coordinate with the AWFIS team to ensure tea cups/ etc are cleared. Keep water in stock before the meeting. Be a POC when guests arrive when tea/ coffee is required. Coordinate with AWFIS when lunch / snacks have to be served. Can order and coordinate for the order with the team for orders.

• Sourcing/ Stocking

  - Maintain a tracker/ register for ordering office supplies- stationary, water bottles/ printer paper and any other office requirements that are under 5k only.

• Office

  upkeep

  - Maintain a register with a record of keys of drawers/ Cupboards assigned to each employee. Ensure it's returned if the employee exits and ensure that no document is taken by the employee or personal belongings are left behind. Assign drawer units to employees as and when required and ensure each employee takes his/ her belonging if seats are changed. Take rounds daily to check if drawers are locked or kept open.

• Office

  upkeep

  : Ensure that doors, chairs, keys, draws, TVs, Acs and any other assets are functional and coordinate with AWFIS along with the admin if required to ensure that the repaired or replaced on time.

• Parking

  - Coordinate in person with the AWFIS valet to ensure guests parking is smooth.

• ID

  Cards/

  Lanyards

  - Coordinate with the vendor and the HR team to ensure all the new employee ID cards are delivered on time. Ensure that all employees are wearing their ID cards.

• Notice board updates

  - Ensure that the office Notice board is updated / maintained. Coordinate with HR when needed.

• Coordinate with HR/ CEO's team/ Marketing for events assistance
• Update/ maintain asset and Material register.
• Monthly coordination with the AWFIS team to view the CCTV recording.
• Upload artifacts- on a monthly basis - CCTV, server room, fire extinguisher report etc as per ISO requirements.
• Documentation / filing support for HR or Employee records, Biometric registration, etc as per requirements

Preferred Knowledge, Skill & Ability:

• Has experience in office assistance, admin operations, or front office role
• Good organizational skills and a keen attention to detail; and the ability to work effectively and manage a varied workload
• Basic Computer operating skills and Tech-Savvy (demonstrable interest or capability to learn about new systems/platforms)
• Strong Interpersonal skills; and ability to effectively develop strong relationships with different individuals
• Ability to maintain the highest level of discretion, diplomacy and confidentiality.
• Eagerness to learn, develop and grow; and is contributions-focused