Associate - Administration

Duties & Responsibilities:

General Administration Management:
Office Services activities, including mail room, files, reception, catering and clerical support
Coordinate all facility management functions
To support in preparing annual office budget and manage office services related to budget and expenditures.
Conducting periodic cost analyses and recommend appropriate actions to ensure cost-effective delivery of services
Check payment invoices & ensure receipt of materials, correct price and necessary purchase authority and get them approved from Admin head.
Statutory compliances and necessary registration of local Government agencies- Maintain an up-to-date knowledge of statutory requirements, including financial, health & safety, employment, etc.
Responsible to manage a team of Admin Coordinators, 3rd party contract employees & Office Supervisors
Facility Management:
Maintain office security and safety, initiate appropriate actions to ensure security
Maintain and update inventories of all office equipment
Managing regular maintenance of facilities & equipment’s (AMC contracts)
Responsible to manage a team of Maintenance technicians and 3rd party facility service provider by defining goals, priorities; organize staff planning, staff training to ensure service levels.
Travel Management:
Manage the requirements for all Travel / Implant (Air, Train, Hotel & Car) related issues for business and management
Managing Hotel and service apartment arrangement
Coordinating to Consulates in cases of urgency
Corporate tie-ups with hotels, cab companies etc.
Other responsibilities:
Provide administrative support, workstations, file space and equipment for all employees assigned to the office.
Vendor Management
Strong multitasking and organizational skills
Ability to proactively solve problems in order to avoid crises
Highly developed relationship management, presentation and communication skills with the ability to express ideas in a clear and concise manner to employees at all levels.
Effective in time management, proactive and highly motivated
Establish and maintain good working rapport with employees and leadership and collect regular feedback to help the office operations run more smoothly
Plan and coordinate office events and other social functions
Knowledge, Experience & Skills:
Strong oral, written and analytical skills, ability to communicate and present at senior levels
Strong interpersonal skills;
Ability to identify problems and provide solutions
Work well under pressure
Well versed with Microsoft office