Assistant Manager - Admin

Title: Assistant Manager - Admin

Location: Bhubaneswar. Candidates with fluency in local language are preferred. Candidates looking for remote working or not comfortable with the job location need not apply.

Summary:

- The position will be responsible to monitor and perform day-to-day administrative activities of the organization

- The position will also take care of the office amenities and will manage the in-house administrative/housekeeping staff along with liasioning with various premises teams to have routine administration work run smoothly.

Responsibilities:

• Vendor Management: Maintenance of updated vendor lists for various goods and services purchased and availed by company. Coordinating with Procurement Team for obtaining competitive quotes from various vendors for purchase of Goods and services. Preparation of comparative analysis, wherever required, of quotes received and suggesting suitable vendor with justification.
• Staff Amenities: Ensuring all amenities viz: seating, AC, Fans, Lights, Coffee, Tea, Snacks, drinking water, clean office premises, security, biometric devices, Parking, Fire safety equipment, etc are taken care by respective teams or agencies.
• Engaging with Service Agencies: Ensuring the contracts with various agencies like, premises security, LIFTs, housekeeping, coffee vending machines, Document imaging machines, Telecom service providers, are kept in force and periodical review is done. Maintaining constant contact with service agencies to provide services as per contractual terms and escalating with the agency for any lapses and deficiency in services.
• Local Travel and Logistics: Ensuring logistics arrangements are made for staff and guests for meetings and official travels. Local travel arrangements for Staff and executives. Accommodation booking for staff and executives. Processing of travel claims submitted by staff as per Travel policy and entitlements.
• Follow-up and Coordination: Continuous follow-up with various teams and agencies for timely completion of scheduled activities. Co-ordination with all the teams for conducting annual day celebrations, monthly birthday celebrations, outings, and get together events. Lunch and snacks arrangements during meetings.
• Liaison with local govt agencies & Compliance: Ensuring compliance of all local and state laws and timely submission of returns. Maintenance of constant liaison with local government agencies.
• Purchase & Cash Management: Verification of invoices payable by IFTAS for delivery compliance and payment as per terms and conditions. Ensuring petty cash payments small value payments, are made against valid bills and submission of statements after due verification. Purchase of monthly housekeeping items, like buying from supermarkets and other shops at economical rates. Ensuring order is placed based on re-order level. Bank related activities, like collection of petty cash, submission of documents. Maintaining liaison with bank officials.
• General Office Administration:
• Liaison with Premises building admin team for housekeeping, maintenance of office infrastructure etc. and other fixtures.
• Liaison with Security staff to ensure routine shifts are followed and records are maintained.
• Co-ordinating inward and outward courier. Receipt and distribution.
• Collection of indent and Purchase of stationery and paper for office use on monthly / periodical basis. Distribution of stationery and paper for office use.

Education: Bachelor's degree

Experience:

• Minimum 4 years of experience working in Office Administration & Facility Management.
• Strong work ethics.
• Ability to lead and motivate the team.
• Outstanding presentation skills.

Required Skills:

• Great organization and analytical skills.
• Excellent oral and written communication skills.
• Ability to manage and handle multiple tasks.
• Proficiency in MS Excel essential