Job Description

Key Responsibilities:

Administrative Management:

Coordinate with various departments for day-to-day administrative requirements Manage office supplies inventory and procurement Manage Printing Stationary Handle visitor management and access control Maintain office documentation and records Coordinate internal events and meetings Arranging outside office - team lunch, dinner with negotiating rates

Soft Services Management:

Oversee housekeeping & Security services Manage cafeteria operations and food vendors Coordinate pest control services Supervise landscaping and indoor plants maintenance Monitor waste management systems Manage mail room operations

Employee Support:

Address employee queries regarding facility services Manage seating arrangements Handle employee transportation services Coordinate with IT for workspace setup Arrange accommodation for New Joinee Process employee Face access & ID cards

Vendor Management:

Coordinate with service providers and vendors Monitor service level agreements (SLAs) Review vendor performance Process vendor payments and invoices Maintain vendor documentation

Health & Safety:

Ensure compliance with health and safety regulations Coordinate fire safety drills Maintain first aid facilities Monitor COVID-19 protocols (if applicable) Conduct regular safety audits

Charge Back Data to Finance:

Collection of Invoices & checking for accuracy Seeking approval and uploading in system Prepare Charge back data as per the department Cost centers and submit to finance Dept.

Oracle & Data Zen:

Preparation of Purchase Order & STSO for Pan India Admin. Team. Creating New Vendor in Data Zen - Registration, change of vendor bankers & vendor email

Facility Charges:

Checking & processing of RENT, CAM & UTILITIES Invoices (3 rd , 4 th & 9 th Floor).

Events:

Technovation -

Finalizing the venue, Breakfast, food, sitting arrangement, etc. Internal co-ordinating with the concerned departments for getting the activities done - printing of posters, gift finalization, printing, shirts, transportation of material, stage, photography, etc. To name a few - Republic Day, Women's Day, Independence Day, Diwali, Dussehra, Cricket tournament, Gala Night etc. & monthly employee engagement activities - in co-ordination with HR.

Hospitality:

Interacting & co-ordinating with the foreign delegates for stay, local transportation & special lunch arrangement. Signing of Contract with negotiating on room rates with nearby hotel.

IBS Expansion:

* Co-ordinating with Admin Director and timely support extended.