Administrator

2 weeks ago

Pune, Maharashtra, India Houghton Mifflin Harcourt Full time
Office Admin

HMH is a learning technology company committed to delivering connected solutions that engage learners, empower educators, and improve student outcomes.

As a leading provider of K-12 core curriculum, supplemental and intervention solutions and professional learning services, HMH partners with educators and school districts to uncover solutions that unlock students' potential and extend teachers' capabilities.

HMH serves more than 50 million students and 4 million educators in 150 countries.

Duties related to office administration

Oversee office operations regarding common areas, work floor areas to ensure they are maintained and updated by the service staff and agreed upon vendors that meet our department and company expectations.

Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closest, and communal areas
Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
Maintain filing system, contact database, employee list, and inventories

Control and maintain safety and security in office premises including managing accesses of new hires/ exits to office, overseeing access control and CCTV systems.

Communicates workplace safety precautions to employees
Provide ad-hoc support to office and other staff members and departments as needed, including logístical support for organizing team events onsite and offsite
Developing and maintaining a vendor base for a cost-efficient procurement of inventory.
Collaborate with management (global and local) to complete projects, work independently on assigned tasks.
Write, post and maintain policies and procedures with direction from leadership.
Help address and complete assigned service tickets and ensure service levels are maintained.
Supports campus and department moves.

Prepare agendas, take meeting minutes, and document follow-up items from meetings with assigned vendors monthly and any for departmental or team member meetings.

Identify inefficiencies, roadmap possible solutions, prioritize against current workload and set goal timeline for completion.
Track expenses in correlation to what is being ordered for and used on campus and report back monthly.
Anticipate business needs and collect / prepare necessary information to aide in departmental goals.
Meets with department team members to understand needs, issues and improvements.
Any other duties as assigned.

Duties related to Travel/Events/Meetings/EA Support
Maintaining schedule, meetings, planned events
Organizing offsites / team building activities for teams - planning / booking / domestic travel / local stay / coordination / expensing / approvals
Organizing All Hands - quarterly (coordinating with various stakeholders for presentations, collating, hosting the meeting, moderating Q&A etc.)
Onsite / International travel for Indian managers / leaders as required - visas, flight bookings, hotel stays, ground travel, expensing, approvals
Manage requirements for travelers traveling from outside India to local office - support with documentation, meet & greet, coordinate conf rooms, meal arrangements, oversee IT requirements
Participate in meetings, prepare agendas, minutes of meeting, follow-up on action items
Team swags / gifts / vouchers - meet with vendors, internal communication, procure, POs / invoices, distribution, expenses, approvals
Annual event planning - arrangement, agenda, venue, catering, transportation, coordination
Administrative support to Bhal and others as required
Support with any other ad-hoc requests like working on slide decks, managing budgets, POs, procurement
Any other duties as assigned.

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