Band 3 Admin

PURPOSE OF THE JOB

To provide support and facilitate the employee requirements and maintaining general hygiene

JOB RESPONSIBILITY

Procurement and maintenance of Furniture and Appliances:

• Procures the furniture and appliances as and when required in a cost effective way.
• Draft and subsequently manage the approved office administration budget, providing recommended- actions and updates to senior management.
• Oversees that records are kept for every courier whether received or dispatched.
• General Hygiene – cleanliness of all parts of premises.
• Oversee that the fixed assets register and inventory system are maintained and ensure all organizational assets are well maintained, repaired insured and secure.
• Ensure safe custody of all records pertaining to assets like car papers, electric bills, any other assets of the organization
• Checks the registers monthly for every Admin Activity
• Manages and oversee the inflow and outflow of the Petty cash

Facility Management:

• Provides facility during events like catering facility and booking of plots. Printing brochures etc.
• Ensure that the employee related printing like ID card or business cards are done as per the approval and hierarchy.
• Oversees Pantry Operation & Catering Service.

Office Equipment maintenance:

• All the Office equipment printers, fax, lights, etc are checked for its usage.
• Checks that any repair needed are done on time to ensure smooth workflow.

Support Staff Mangement:

• Liaise with Housekeeping Service provider for cost – effective contract and monitor the attendance.
• Make the contract agreement and see that the clauses of the agreement are adhered and renew the contract on time.
• General Hygiene – cleanliness of all parts of premises are done properly.

Renovation & Expansion:

• Arranges for labors on contract for any renovation or expansion needed in the premises in a cost effective manner.
• Plans the space allocations in advance in consultation with HR for new hires.

Vendor Management:

• Maintains good relationship with all vendors like stationary vendor, water vendor, electricity, plumber etc. to ensure they are available on time.
• Makes contract with vendors and renews it on time,
• Checks that the charges are as per the market only.

Travel Desk:

• Oversee that the transport facilities are issued based on travel policy only.
• Keeps record of all the travel plans issued to employees.
• Checks for reimbursement as and when required.

Stationary Management:

• Monitors that the stationary procurement and consumption are proper and for office use only.
• Checks that requisition, bills and records are maintained properly

TECHNICAL / FUNCTIONAL SKILLS REQUIRED

Vendor Management & Task orientation as per the priority

SOFT SKILLS REQUIRED

Presentable, task oriented, ability to accept challenges,; dynamic with strong commitment, perseverance attitude.