Admin Executive

Job Description

Date Revised:

05APR2020

Business Title:

Job Role Title:

Office Manager I

Reporting To:

Job Code:

GA08x00+

Salary Grade:

(as required by country)

NA: 5

Salary Classification:

(as required by country)

NA: Exempt

Job Summary:

The Office Manager I is responsible for efficiently supporting a medium (less than 200 employees) office to create a safe and professional environment for all employees, clients, vendors, and guests. This role supports the center by planning, organizing and implementing administrative systems, policies and procedures. Responsible for ensuring businesses run smoothly via administrative support. Preside over facilities management, security management, cafeteria and other facets of administration. This position may manage other office personnel.

Essential Duties and Responsibilities:

Job Specific Essential Duties & Responsibilities:

Front Desk, if applicable

· Hire, train, and manage the Receptionist and front desk area.

· Schedule Administration Staff and/or Temporary Employee service to assure front desk coverage at all times between open hours.

· Assure that telephone service & guests are received with professional courtesy.

· Maintain cleanliness and attractiveness of reception area.

General Duties:

· Manage the telephone system on-hold music and announcements as required for holidays, inclement weather, etc. (interface with Telecommunications Department).

· Maintain address & telephone lists for employees and field executives. Assure that receptionist has current information for client lists, contacts, office locations, employees, etc.

· Hire, train & manage the Mailroom Administrator. Assure that all tasks are completed in a timely and courteous manner and position is covered at all times, as applicable

· Liaison with Property Management to assure that security (security cards), maintenance, office temperature, keys, cleaning, building safety are managed and maintained appropriately.

Employee Safety:

· Prepare Disaster Recovery Plans in event of fire, floods, earthquake, major storms, etc.

· Distribute plans to employees, train employee and run practice drills.

Facilities:

· Coordinates space planning and moves of employees within the office

· Work with Facilities Management staff to purchase and reconfigure space and for office relocations

Facility Administration:

· Serves as primary liaison between building management and BCD Travel for day-to-day facilities issues and communicates facilities issues to employees in a timely manner.

· Handles purchasing and/or leasing of office furnishings, equipment and stationary supplies

· Manages office contract and suppliers; tracks maintenance contracts. Monitors suppliers' service.

· Manages the infrastructure, including cafeteria and pantry, as applicable

· Manage House Keeping and Security Personnel to ensure BCD Travel requirements are met.

· Oversees repair and maintenance of office space and workspaces

· Interacts with property management to ensure that contracted security and property maintenance are followed

Meeting and event coordination:

· Coordinate client visits by making necessary office arrangements

· Agenda management and meeting notes

· Handle facility coordination for client and employee meetings

· Arrange catering

Administrative:

· Manage petty cash, office locks and keys, office entry card system, parking passes

· Handle office initiatives, such as tickets to sports and entertainment events, promotions and special occasion plans

· Oversee and report on charitable giving

· Manage employee transport roster and ensure proper routing of cabs to reduce travel time, if applicable.

· Travel planning, if requested

· Plans and organizes Corporate Social Responsibility activities for the office.

· Orders office supplies

Communications / correspondence:

· Prepares and distributes communications to employees (all teams) regarding administrative changes and committee activities

· Prepares correspondence and PowerPoint presentations

Other:

· This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position. The employee may be asked to perform other duties and responsibilities, as necessary.

Essential Job Functions: (Required for US only--all other countries may delete)

· Must be able to come to work promptly and regularly

· Must be able to take direction and work well with others

· Must be able to work under the stress of and meet deadlines

· Must be able to concentrate and perform accurately while meeting applicable productivity measures

· Must be able to change productively and to handle other tasks as assigned

Key Contacts / Relationships:

Internal:

· Employees, managers

External:

· Property management, service providers

Education / Knowledge / Experience : (Subject to local laws and practices)

Essential:

· High School degree or equivalent

· Office administration experience required

· Excellent customer service experience required.

· Experience in Microsoft Office Word and Excel applications required.

· Excellent and professional communication skills required.

· Management and organization skills required. Ability to prioritize and handle multiple functions and tasks required.

· Ability to work with all levels of employees in a professional manner required.

Preferred:

· Bachelor Degree in Business Administration or Management preferred.

· 2+ years office manager experience

Physical and Mental Requirements: (Required for US only--all other countries may delete)

The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical:

§ Requires an adequate range of body motion and mobility to enable the individual to perform the essential functions of the job.

§ Requires ability to remain in a stationary position for prolonged periods of time throughout the workday.

§ Requires ability to move about to access file cabinets, office equipment, etc.

§ Requires ability to operate a computer, telecommunication's devices and other office equipment for prolonged periods of time throughout the work day.

§ Requires ability to express or exchange ideas by means of the spoken word. Talking is important for those activities in which the employee must impart oral information to other employees, clients and customers, in person or via telephone, and in those activities in which they must convey detailed or important spoken instructions and information to others accurately, clearly and quickly.

§ Requires the ability to perceive the nature of sounds. Hearing is important for those activities that require ability to receive detailed information through oral communication, in person or via telephone, and to make fine discriminations in sound.

§ Requires clarity of near vision. This factor is important when special and or minute accuracy is demanded and defective near acuity would adversely affect job performance and/or safety of self and others.

§ Requires ability to work other shifts and weekends and in excess of 40 hours/week, as necessary.

Mental:

§ Requires the ability to work and cooperate with other employees and clients at all levels and from diverse backgrounds to exchange ideas, information and opinions to facilitate the task at hand.

Travel: (for designated positions)

§ Requires ability to travel by car, plane and train for prolonged periods of time domestically and internationally and to move and transport personal luggage.
• LI-LOCS Bangalore IN
• LI-KC1