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Office Manager and Executive Assistant to MD

15.00 to 20.00 Years   Gurugram   12 Nov, 2020
Corning
Job LocationGurugram
EducationNot Mentioned
SalaryNot Disclosed
IndustryChemical / Plastic / Rubber / Glass
Functional AreaSales / BD
EmploymentTypeFull-time

Job Description

PRINCIPAL ACCOUNTABILITIES:

Secretarial Responsibilities:

  • Maintains calendars, schedules appointment, receives visitors, screens calls and mail, arranges travel, file expense reports, answers routine and often complex inquiries
  • Ensure that all correspondence and reports are processed for the MD s office in a timely manner
  • Handles details of a highly critical and confidential nature.
  • Ensures proper filing and record keeping by accurately filing the information in a timely manner consistent with office guidelines.
  • Work on assignments that are complex and where judgment and initiative are required.
  • Will be required to assist with assembling, preparing internal/external presentations
  • Drafts brief correspondence as directed for MDs signature
  • Maintain admin related vendors contact directory.
  • Prepare Contract Log for all contracts to be signed by MD (Customers, Suppliers).
  • Maintain Office Imprest

Administration:

  • Manage all administrative aspects of the office including special projects with critical deadlines
  • Ensure office cleanliness, upkeep, furniture etc. are maintained at the highest level at all times.
  • Supervise travel desk and Front office / office executives and work closely with the IT Help Desk personnel.
  • To deal with the vendors such as Housekeeping, Security Guards, Car rental company, Mobile Phone companies.
  • Support GSM by providing historical and/or current data or market information for GSM to lead the negotiations with Vendors. To process approve vendors bills and work closely with Finance Dept. for payment for the vendors bills.
  • Manage office related communication for employees,admin Orientation and Seating arrangement for New Joiners
  • Manage and organize events, team lead for Fun Club
  • Manage PO approval above 10000$
  • Annual salary review of housekeeping, Security Admin staff
  • Administration of travel Policy; draft changes to travel policy in consultation with HR.
  • Work closely with the corporate travel function and GSM for tie ups with hotels
  • Build and maintain relationships with nearby hospitals to support employees
  • Introduce efficiencies and cost optimization initiatives at the site
  • Work closely with the plant administration and travel personnel to ensure consistency and sharing of best practices
  • Co-ordinate with the building owner on matters related to services, facilities, rental lease, parking slots etc
  • Manage office Storage, also work with EHS and Site leaders to ensure updation and implementation of business continuity plan
  • Lead the admin/facilities responsibilities as per the pandemic response plan.

Must Have Qualifications:

  • Bachelor s degree
  • 15+ years of relevant experience of which at least 2 years experience should be of supporting senior executives in a global matrix organization (From MNC is preference).

Key Decisions Areas

Administration:

Relationship management:

  • House Keeping
  • Car rental company
  • Security Guards / drivers
  • Office Equipment
  • Printing
  • Stationery
  • Courier
  • Manage Front Office Executive, Travel desk, office boys, security guards on day-to-day basis.
  • Propose new vendors as and when required.
  • Ensure the vendors are performing at the required level.
,

Keyskills :
draftingcost optimizationbusiness continuity planningit helpdeskschedulingsalary reviewmicrosoft officeoffice equipmentspecial projectsexecutive travelfilingcar rentalfront officerecord keepingoffice managementexpense reportsmusic making

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