Job Description
The Executive Administrative position would be responsible for independently performing day-to-day tasks in alignment with TCS Management systems. The responsibilities involve.
A. Administrative tasks
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, landscaping etc.)
Cafeteria Management:
(i) Ensure smooth & streamlined cafeteria operations / Daily checks / Compliance
(ii) Ensure all the required permit/permissions are in place for smooth operations
Client visit management including: - (1) Receiving the clients or TCS Management, (2) Ensuring readiness of conference rooms/meeting rooms, (3) Extending necessary hospitality support in consultation with Office Head and respective Account Managers.
Security:
Handling certain aspects of Physical Security, including but not restricted to ensuring optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, electronic access functions involving assigning / revoking, reconciliation of data, report generation etc., with a view to ensure implementation of and compliance with all Information & 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.
Purchase Functions:
Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of TCS Purchase policies as enshrined in TCS Purchase Manual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments etc.
Audits & Compliance:
- Always ensure audit readiness of the location by complying with and enforcing TCS Policies and participate in audit preparation as and when required.
- Ensuring that the location complies with all statutory requirements, building codes etc.
- Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines and Maintaining record of Health Safety Environment Data as per the TCS process to be able to go through internal/external audit.
- Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals to ensure compliance with TCS Policies
Documents/Report & Returns:
- Review all reports & returns (i.e. Daily report, Monthly Admin report, Preventive Planned Maintenance, Seat occupancy Report, CCTV Drill, etc.) and ensure accuracy and timely submission to Corporate / other stakeholders.
- Ensure Important location documents (i.e., OPD, OLA, RR, TGL, etc.) are prepared and reviewed in a timely manner
B. Other tasks
- Receive clients & guests at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office.
- Receive & dispatch FedEx, UPS, DHL, and other packages
- Mail collection and distribution.
- Maintain conference room reservations, and ensure rooms are clean & ready for meetings.
- Order & manage supplies (pantries, copiers, office supplies, etc.)
- Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg. management for the same.
- Maintain Seat Occupancy data.
- Create UPS Shipping label request
- Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all TCS Policies / Guidelines)
- Billing and any other Admin duties that may be required / assigned by Supervisor from time to time.
- Be available on site on all working days to ensure effective Administration of the premises.
- Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A
- Basic knowledge of Health, safety & Environment guidelines
- Basic knowledge of Landscape management, HVAC, Fire alarm, Access & CCTV
Qualifications:
Associate degree.
5+ years' experience in Administrative Function of a medium sized facility (> 100 associates) preferred.
Should possess excellent English communication skills (written & verbal)
Should have good computer skills: Microsoft Office (especially word, excel, power point etc.).
Should have knowledge of: - (1) Office Management (2) Basic purchase procurement processes (pantry & Office supplies)
Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
Should possess: - (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.
- Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work outside of regular business hours if needed.
Salary Range: $70,000 - $75,000 a year
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