Admin Executive

Full Job Description
Job Title Assistant Manager Department Administration

Job Category Full time Reporting Authority RD/Functional Head

Location Reporting Team Office Assistant

Grade / Role 3

Job Brief:

The administrative manager is responsible for the majority of administrative duties in the company.
This person will manage employee records, organize files, answer calls, and provide support for the entire company. As an administrative officer, the ideal candidate will be highly organized and able to handle financial records and expenses.

Responsibilities:

Responsible for relationship with Landlord, Electricity, water, society, Internet provider, IT maintenance
Finding new office location & office set up
To monitor and maintain all IT equipment’s (PCs, Laptops, Printers etc.)
Courier Desk Management
Front Office Management
To monitor all the Annual Maintenance Contracts.
Attend to delegates who visit during trainings/workshops in office.
Maintain inventory of general office supplies and equipment
Maintain the overhead expenses eg. Telephone bills, electricity bills, newspaper bill, tea and refreshments, printouts, any other regular purchases etc.
Ensure proper function of equipment, schedule and supervise needed repair.
Co-ordinate with Office Assistants in preparing program supplies, opening and closing the office
Vendor Management
Ensure cleanliness of office.
Administrative office work including timekeeping, filing, mailing, typing and drafting letters wherever necessary, housekeeping supervision, etc.
Co-ordinate with the managers and schedule the Office Assistants for any outdoors task/Xerox accordingly.
Organize the daily schedule plan as instructed by the DPM/State Heads/Chiefs
Maintain Administration Master Formats.
Validation of bills, Raising BPR / PO, submitting bills to finance, tracking submission, payment follow up and updates to vendor. Regular MIS / reconciliation to be shared to finance or Manager Admin
Printing of Visiting cards, LH, CS, stock, co-ordination with vendor for urgent delivery, bills processing, handling escalation.
Support to HR team for HR Initiatives likes Christmas / Diwali day celebration, budget, attending calls, understanding requirement, executing on grounds
Handling petty cash and reconciliation
Entered the procurement entry in AX Software
Co-ordination of other district/state offices for procurement related work (i.e. Requisition to
Goods Receipt)

Accommodation/Logistics arrangement whoever visited the office
Cab Booking and Railway Ticket Booking
Co-ordination with District Offices and HO for Mediclaim & accidental insurance
Joining & Exit formalities for employees
Managing the implementation of recruitment, staff induction along with the team managers
Allocation of desk and stationary for new joinees
Attendance management
Supervising administrative staff and dividing responsibilities to ensure performance
Co-ordinating all administrative and support requirements for all locations
Ensuring legal compliance is adhered (i.e. Office Insurance, any other insurance)
Co-coordinating with finance team for getting the TDS certificate for Vendor
Desired Competencies:

Excellent written and verbal communication skills
Excellent time management skills; ability to prioritize
Willingness to learn and to grow with the company and motivated to take on additional projects and solve problems
Self-directed and able to work without supervision
Comfortable in both a leadership and team-player role, manage team members, lead assistant meetings, and supervises when needed
Prior experience as an office assistant, office administrator, or handling administrative responsibilities in a related field
Highly organized multi-tasker who works well in a fast-paced environment
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must
Qualification:

Any Bachelors Degree (HR/Administration preferable)
5-7 years’ experience working in Administration/HR
Experience of working with a not for profit organisation ( Desirable)
Job Type: Full-time

Salary: ₹30,000.00 - ₹35,000.00 per month

Schedule:

Day shift
Monday to Friday
Weekend availability
Ability to commute/relocate:

Mumbai Suburban, Maharashtra: Reliably commute or planning to relocate before starting work (Required)
Experience:

total work: 4 years (Preferred)
Procurement: 4 years (Preferred)
Administration: 4 years (Preferred)
Speak with the employer
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