Administrative Assistant (Facilities) Jobs

• The Executive Administrative position would be responsible for independently performing day-to-day tasks in alignment with Management systems.

Key responsibility:-

• Facility Management: Handling all aspects of Facility Management (comprising of but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management, etc.)

• Monitoring budget utilization and invoice payment process. Create and update spreadsheets as required.
• Audits:Ensure audit readiness of the location at all times by complying with and enforcing Policies.
• Coordination with Property Managers to ensure a conducive working environment on site and to ensure compliance with Statutory and building guidelines for the conduct of the above drills.
• Coordination with various stakeholders (both internal and external), regular liaison/interaction with SeniorExecutives to understand project requirements and other aspects requiring Admin attention.
• Undertake any role or task as assigned by the Supervisor.
• Liaison with the landlord and other stakeholders at regular intervals to build a working relationship so as to be able to meet various requirements.
• Others:Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines (Processes which will be made available later).
• Ensuring 100 percent availability of all Safety, Security Equipment, and other office systems/equipment.
• Ensuring that the location complies with all statutory requirements, building codes, etc.
• Purchase Functions:Ensure time procurement of items required for the locations are procured by adhering/complying with all aspects of Purchase policies as enshrined in the PurchaseManual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments, etc.
• Security:Handling all aspects of Physical Security, including but not restricted to ensuring the optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, and Electronic access functions involving assigning / revoking, reconciliation of data, report generation, etc.), with a view to ensuring implementation of and compliance with all Information and Security Policies.
• Procurement and Inventory Management– Timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.
• Conduct Fire Safety and Health Safety Briefings and drills at regular intervals to ensure compliance with Policies.
• Making MIS for Expenses, Seat Occupancy, Seat Management, Budgeting, Provisioning, etc.
• Maintaining a record of Health Safety Environment Data as per the process to be able to go through internal/external audits.
• Ensuring valid agreements are available for all vendors.
• Preparation of the Annual and Quarterly Budget of the location in consultation with the Location Admin Head and having the budget and expenses reviewed/approved by the Head of Administration, NA.
• Be available on-site on all working days to ensure effective Administration of the premises.
• Ensuring policies relevant to material movement and Shipping are complied with.

Skills/Requirements:

• Should possess: -
• Finance / Accounting processes etc.
• Safety, firefighting, and fire control systems
• Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Personnel management.
• Available for work outside of regular business hours if needed.
• Analytical and problem-solving skills
• Professional
• Good organizational and planning skills
• Should possess excellent English communication skills (written & verbal)
• Office Management and maintenance activities
• 5-10 years experience in Administrative Function of a medium-sized facility (> 300 associates) preferred.
• Flexible
• Good and quick decision-making capability.
• Self-motivated
• Adaptive
• Should have good computer skills: Microsoft Office (especially Word, Excel, PowerPoint, etc.).
• Purchase / Procurement processes.
• Accessible on the phone for any emergent requirement at the location.
• Should be:
• Associate degree.
• Should have knowledge of: -
• Proactive
• Able to multitask
• Physical security system and its integration with IT security policies/requirements.