Office Administrative Assistant

Job Description for Admin Positions
• To perform administrative and routine clerical tasks organizing and managing files
• Signs for delivered packages, monitor, and manage inventory of office supplies; order and distribute office supplies as necessary
• Must be available OD for admin related activities.
• Accountable to send office related courier / package (laptops, ID card, other assets) to employees.
• Supporting HR / Finance team for organizational tasks
• Provide administrative support to team(s) as may be required.
• Provide support and cover to other administrators during absence as agreed with by your line manager
• Organizing, and coordinating events, Meeting and greeting clients and other visitors
• Point of contact between executives and employees/clients
• Create regular reports and update internal databases
• Make travel arrangements, Coordinating travel plans and accommodation, Arrange executive travel, hotel and dining arrangements as needed
• Inventory Management and report management, Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Manage phone calls and emails with Vendors / Clients
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Maintaining the office calendar
• Writing memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
• Keeping the office database and filing system up to date and organized

To work on strategic and operational level management
• Supervising teams and other staffs
• Ensuring that basic facilities are maintained
• Dealing with emergencies
• Helping with office relocations
• Publishing maintenance reports
• Discover profitable suppliers and initiate business and organization partnerships
• Negotiate with external vendors to secure advantageous terms
• Approve the ordering of necessary goods and services
• Finalize purchase details of orders and deliveries
• Examine and test existing contracts
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Foresee alterations in the comparative negotiating ability of suppliers and clients
• Perform risk management for supply contracts and agreements
• Control spend and build a culture of long-term saving on procurement costs

TRAVEL DESK
• Manage end to end travel plans pan India efficiently and cost-effectively – airlines, trains, transport, and hotels
• Negotiate on best rates through vendors every time there is a travel occurrence
• Communicate with the person traveling regularly to keep them updated on logistics
• Manage emergency changes/cancellations in a professional and calm manner
• Handle visa applications and formalities promptly
• Handle all incoming travel requests and the processes that follow after