Front Of Office and Facilities Assistant

Front of House and Facilities Assistant

Location: India, Navi Mumbai

Job Description

This role will be responsible for ensuring the smooth operation of all aspects of Front of House, as well as office management services, under the direction and supervision of the Facilities and Office Coordinator.

We are looking for someone with a high level of customer service, attention to detail, strong organizational skills, and a good working knowledge of the Microsoft Office suite. This position could be ideal for someone with a background in customer service who is interested in a career in facility management.

This is a full-time, office-based role, and you must be flexible to cover core office hours on a rotational basis.

(7:30 am - 16:30pm, 09:30 - 18:30, 11:00 - 20:00, 14:00 - 22:00,)

Key Responsibilities

Responsible for the day-to-day Front of House operations of Navi Mumbai office, including:

Managing incoming calls by taking messages and/or forwarding them to the relevant team.

Greeting visitors, and suppliers, and arranging temporary office access as required.

Support organization of the companys business events, including meeting room setup as required.

Maintaining a first-class presentation of the office, reception area, and meeting rooms at all times.

Being the go-to person for solving front-of-house and facility-related issues and acting on requests in a timely and proactive manner.

Handling mailing (incoming and outgoing), redistributing mail, and ensuring timely delivery.

Setting up building access for new hires and maintaining the office staff list to ensure staff changes are being tracked.

Managing office supplies (stationery, catering, pantry).

Actively participating in planning and hosting of office-wide social events.

Maintaining the office condition and arranging necessary repairs to ensure smooth operation of office systems and equipment. Reporting issues to the landlord and/or relevant vendors, ensuring timely completion, and keeping the Facilities and Office Coordinator updated on resolutions.

Supporting the implementation of office processes and procedures as directed by the line manager

Managing reconciliation of the purchasing credit card, ensuring timely receipt delivery, and submitting reports in Concur.

Responsibility for maintaining records related to contracts, invoices, petty cash, and purchase orders for all matters related to office services.

Being aware of local health and safety regulations and requirements,and supporting the Facilities and Office Coordinator in ensuring adequate implementation and compliance.

Assisting in implementing the Office Physical Security Policy and monitoring the provision of night shift transport security services.

Demonstrating a good understanding of required Health and Safety Risk Assessments such as office space, fire, ergonomics and more.

Requirements

3+ years of directly relevant experience in a fast-paced environment.

Demonstrable successes in each of the areas listed under "Key Responsibilities."

Experience supporting sites with 150+ FTE.

Excellent problem-solving skills and a proactive attitude.