Operations Administration Assistant

THE ROLE
This multi-faceted role requires a positive, confident, proactive and personable approach and exceptional organisational skills to support our growing company.

You should be friendly, approachable, articulate, collaborative, and have technical proficiency across the Office suite of products. The role requires you to be able to manage and maintain confidentiality across various business initiatives.

Note: This is an office-based role, Monday – Friday

You will be working closely with, and will report into, the India team lead.

PRIMARY RESPONSIBILITIES
• Front of house duties; you will be the first point of contact for those coming into the office: handling refreshments and catering, answering the phone, setting up and clearing meeting rooms, taking messages, distributing post and ensuring the office is always well presented.
• Responsible for the day-to-day running of the office, handling office maintenance, liaising with suppliers, ordering supplies managing day to day communications with AIHP, booking couriers, printing/binding and generally being the ‘go-to’ person in the office.
• Assisting with onboarding new recruits liaising with UK and AIHP (new starter pack, office tour, access cards), keeping employees informed of office procedures, upkeep of regular Health & Safety records/procedures and any other administrative requirements (e.g. diary management) to support the India lead on projects that may arise.
• Responsible for the ongoing Desk Risk Assessments for the India team.
• Maintaining and updating the office database i.e. expenses, , insurance policies etc ensuring each budget holder is updated and informed on spend.
• Support the India engagement team with organising social events internally and externally, and regular team support on aspects such as, local charity events. This includes identifying and shortlisting suppliers and supporting the POCs in negotiations for venues for key events on ground.
• Supporting with travel arrangements/co-ordination for India and UK team members in planning, booking tickets, visas and stay arrangements and itinerary/agenda planning where needed
• Co-ordinate for IT support, maintaining asset records, arrange collection of leavers’ equipment and leaving cards
• Support with finance admin including finance system data entry
• Work with the HR Team in the UK to coordinate Birthday gifts, Long Service Awards and any other ad hoc requests with regards to employee engagement
• Work closely with Operations assistant in the UK to align on ways of workings and best practises regarding office management.