Job Description

JOB DESCRIPTION Job Title: Secretary Department: Administration Reporting : MD Reports - Collection & Filling 1. All the Reports need to be collected from concern departments daily and to be submitted to MD before 10am 2. List of Business- getting updates and immediate action has to be taken to achieve the target. 3. All mail approvals hard copy should taken & filed , 1 copy with MD & 1 with Secretary 4. All Projects related documents (MOU, LOA, Approvals etc ) to be collected & filed. Originals & one copy to be submitted to MD and one copy to be kept with Secretary. Meetings 1. Scheduling meeting & appointments as per the MD\xe2\x80\x99s instructions & schedule and updating it in the software. Making changes in the schedule and informing the concern team/person prior. 2. Should be present in all the MD\xe2\x80\x99s meetings, required document related to Meeting should be kept handy. Should observe the meeting carefully and note down the requirement and following up with concern person/ department until the task completion. 3. Making sure all the attendee should be present in the meeting before the MD. 4. Taking Minuets of meeting in the software and monitoring the timeline. Converting MOM to Task wherever required. 5. Agenda should be sent from software to all the attendees in case of prior scheduled meeting. Regular Work 1. Assigned task by MD to be completed in the same day and report to be sent to MD by end of the day, along with pending work report has to be send to MD on the same day. 2. All the mails pertaining to MD should be monitored and reply to be given after taking approval & marking CC to MD within the same day 3. Drafting Letters/ mails/ messages on behalf of MD 4. Monitoring MD\xe2\x80\x99s official call and taking necessary follow ups until the work completes 5. Time to time reporting to MD for any office or staff issues 6. All site / branch office CCTV Cameras should be monitored & control from HO 7. Monitoring other department for day to day activities and update to MD 8. Taking care of all the Credit Cards, making timely payment and checking time to time whether the card is working or not 9. MD vehicle Fastag has to be monitored, regular recharge to be done on periodical basis 10. In absence of Driver, alternate arrangement to be coordinated with Admin Department and take necessary steps. 11. MD\xe2\x80\x99s House Monthly rent/ maintenance/ EB to be monitored, whether the payment has been made on time. Coordinating with accounts department for the same. 12. Yearly leaves and special days to be updated in MD\xe2\x80\x99s Schedule in the Software 13. New employee numbers to be added in MD\xe2\x80\x99s phone immediately 14. Sending welcome mail to HOD\xe2\x80\x99s in behalf of MD 15. Arranging gifts for MD\xe2\x80\x99s relatives and known as per the instruction 16. MD\xe2\x80\x99s Guest address / contact number list to be maintained & update time to time 17. Coordinating with Pondicherry driver time to time, resolving the issues if any 18. Pooja to be done daily, should instruct office boy for washing the utensils 2 time in a week 19. All seasonal greetings need to be prepared at once from April (current year) to March (next year), same has to be approved by MD. 20. Gifts needs to be finalized 30 days before the festive day, and has to be received by the recipient a week before. 21. Birthday wishes/ welcome note to be send to all the employees on behalf of MD marking CC to MD, also whats app wishes to be send to the employees from MD side. 22. Seasonal greeting via mail to be sent to the customers in behalf of MD, marking all the recipients in BCC 23. Seasonal wishes /greetings to be prepared and get approval from MD for the next 1 year as per schedule, prior to one day it has to be sent to concern persons. 24. All the documents related to MD / MD mam has to be maintained in separate folder in MD\xe2\x80\x99s system and secretary\xe2\x80\x99s system as soft copy and hard copy to be maintained in separate file in secretary\xe2\x80\x99s cabin & MD\xe2\x80\x99s cabin for ready reference (Pan/ Aadhar/Driving license, other documents, etc) 25. Secretary should be aware about DSC current availability of MD & MD Mam 26. To take initiative and ensure smooth function in office in all the times. 27. Should read all the agreements and other documents properly and conveying/ advising to Management. Travel Arrangements. 1. MD\xe2\x80\x99s personal Annual vacation trips to be scheduled from April (current year) to March (next year). The same has to been finalized 6 months before and trip plan & hotel booking has to be done. 2. Should collect all the intenary details from the MD. 3. Checking the availability and tariff/fare as per the intenary & getting prior approval before making the bookings. 4. Preference should be kept in mind as mentioned in Annexure 1 at the time of booking the Travel. 5. Special arrangements needs to be make whenever instructed Software - Task & Target 1. All employees task should be monitored on daily basis in the software. 2. Task & Targets assigned by MD to other employees should be monitored time to time and submitting report to MD 3. Assigning task & targets as instructed by MD Administrative support 1. Providing administrative support to all departments 2. In absence of Admin person, all the admin related activities should be completed in Secretarial supervision. Assets Management 1. All M.D Room assets such as TV /AC Remotes, Desktop etc has to be monitored with accountability Confidentiality 1. Handles confidential and sensitive assignments independently and under general directives requiring knowledge and application of MD\xe2\x80\x99s policies, goals, and objectives. 2. Should not disclose and confidential matter with any one of the employee. Annexure 1 Travel Arrangements Preference for Car \xe2\x80\x93 Car booking has to be make through a reputed company . Vehicle should be New Innova Crista with Individual Seats (Captain Seat) and neat and clean. Checking picture of actual car before booking. Branded Water bottles should be kept in the vehicle, 2nos In case of Individual and 4Nos in case of family or Group trip and in case of long trip, 1 case of water bottles should be kept in the Car Other Requirements -Tissue boxes, First Aid Kit, Umbrella\xe2\x80\x93In case of Raining. Car should be cleaned every time the Guest gets down. Driver Activity \xe2\x80\x93 Drive should have proper flight details of the guest in case of airport pickup/drop and must be in the exit gate before the guest comes out. Driver should always be alert in case the guest is went for a meeting or lunch, and should be around the car. Should have professional name board in case of airport pickup and the vehicle should be inside the airport near to the exit gate. In case of travelling in other states, driver should know English & Tamil (optional) Preference for Flights \xe2\x80\x93 Always look for lowest cost on good flight and as per the preferred timings. Meal is not required in Flight. Seat Preference will be Window seat on Emergency exit row, and in case of short travel (upto 1.5 hour), front row window seat will be preferred. In case of Family/ Group, all the seats should be in the same row. Boarding Pass & Tickets needs to be shared via Email & Whatsapp, and time to time updating if there is and cancellation or changes in the flight timings. Preference for Hotel \xe2\x80\x93 Five star (Chains of Hotel) hotel is preferred with the lowest tariff, as per the itinerary location. In case of Family, two adjacent (Interconnected) rooms will be preferred and In case of guest or individual, Standard room will be preferred with (King size bed). Job Types: Permanent, Full-time Salary: \xe2\x82\xb930,000.00 - \xe2\x82\xb950,000.00 per month Benefits:

• Cell phone reimbursement
• Food provided
• Paid sick time
• Provident Fund

Schedule:

• Day shift
• Monday to Friday

Supplemental pay types:

• Yearly bonus

Ability to commute/relocate:

• Navalur, Tamil Nadu: Reliably commute or planning to relocate before starting work (Required)

Experience:

• administration: 7 years (Preferred)

Language:

• Hindi (Preferred)
• English (Preferred)

Speak with the employer
+91 9150054681