Job Title- Assistant Manager- Admin
Reporting to : GM HR
Experience: 5-7 years
JOB DUTIES AND RESPONSIBILITIES
1. Making processes, checklists, workflows, quality standards, documentation and reports for Admin
2. Explaining checklists and workflows to all external personnel and receptionists and monitoring work as per the given standards
3. Working on day-to-day administration & innovating various ways to reduce administration cost.
4. Keeping close watch on facility cleanliness and getting work done from house-keeping personnel
5. Administering that the receptionists (Front desk executives) are following the protocol and policies for guests (greeting, asking whom to visit, making comfortable, asking for refreshment, connecting to the right person, taking message in absence of right person, giving message, allowing visitor inside only with a company employee (unless repetitive), displaying welcome visitor name (if big party), making arrangement for disposal of any bags / baggage, keeping place tidy, arranging for discussion room if required, taking visiting card, asking the call back time etc
6. Keeping attendance of third party / outsourced personnel
7. Monitoring that all employees have company provided identity cards
8. Monitoring all outsourced employees’ papers and ensuring that they have authentication to enter the premises
9. Keeping complete track various vendor performance along with grade AAA, ABA, BAB etc based on Quality, Cost & Reliability
10. Finding alternate third parties for outsourcing as a back-up for the current vendors
11. Giving feedback to the vendors / service providers on performance of their personnel
12. Identifying problems in day-to-day operations proactively and suggesting remedies
13. Keeping safe the keys of lockers. Keeping duplicate keys of important lockers
14. Tagging equipment and keeping the list ready
15. Supporting all meeting requirements by ensuring lights, electricity, projector, markers, white-board etc
16. Working on all arrangements for events and coordinating with related vendors
17. Ensuring all arrangement for travelling of team within and outside the city
18. Coordinating with external vendors for travel bookings of executives (if required)
19. Keeping in contact good hotels for guests stay. Working out on a discount deal with them
20. Maintaining office related petty cash expenses, report of admin expenses
21. Overseeing IT related day to day work. If required, calling the external vendor personnel
22. Tracking IT vendor performance on the basis of TAT of Issue logged till Issue closed and total downhours
23. Keeping all electricity, phone, stationary etc bills and track of AMC contracts and their renewals
24. Monitoring AC, EPBAX, PC, Antivirus, Fire, warehouses etc AMC and service levels
25. Crosschecking the service level agreements and seeing that work happens as per that
26. Managing CCTVs for PAN India Locations
27. Allocating New connections for new joinees, email and phone access, firewall access
28. Distributing the stationary and other day to day things to office and godown
29. Getting the Maintenance work done within the shortest span of time or at the most convenient time (electricity, carpentery, electricity, plumbing)
30. Maintaining the report of assets allocation and re-allocation, Purchasing office related assets
31. Allocation of work for reception and facilities team
32. Guiding unskilled workers
33. Presenting the work and advancement of Admin every quarter to the GM – HR
34. Taking knowledge transfer form seniors from time to time
Pay: ₹45,000.00 - ₹60,000.00 per month
Benefits:
Work Location: In person
