Finance and Administration Assistant

7 days ago


Malappuram, Kerala, India Arcspace Architecture Full time

DUTIES AND RESPONSIBILITIES

Finance, Marketing & General Management

Finance Management.

  • Analyzing targets.
  • Meeting with department heads.
  • Managing and coordinating monthly reporting, budgeting and reforecast processes.
  • Providing back office services such as accounts payable, collection and payroll.
  • Monitoring cash flow.
  • Liaising with accountant teams.
  • Providing insights on the financial health of the organization.
  • Ensuring the business meets all its statutory and compliance obligations, including statutory accounting and tax issues.
  • Keeping track of market trends.
  • Looking for costreduction opportunities.
  • Developing relationships with external contacts such as banks, finance consultants, online transaction facilities etc.
  • Supervising staff.

Office Administration.

  • Daily reporting.
  • Greet visitors and direct them to the appropriate offices or to person.
  • Coordinate project deliverables.
  • Perform accounting tasks, including invoicing and budget tracking.
  • Schedule meetings and travel arrangements for senior members of the company.
  • Provide administrative support for operations team.
  • Monitor the production staff
  • Recommend office procedures and assist in training staff on office processes and equipment. Interact with staff to resolve procedural issues.
  • Ensure that office equipment (i.e. copiers, internet, computers, electricity and telephones) is operational and serviced per schedule. Arrange for service/repair as needed.
  • Coordinate the usage of office space and assist with preparations for meetings and special events. Act as liaison with building management/staff for special setups.
  • Welcome visitors and provide hospitality.
  • Answer incoming calls and route callers to the appropriate party.
  • Maintain general office supplies and coordinate special orders on a periodic basis.
  • Respond to facility maintenance and repair requests, routing inquiries to building management and/or external vendors. Coordinate maintenance visits for carpet cleaning, Electricity, AC, and other facilityrelated issues.
  • Maintain supply of office and cubicle keys; order new keys and building access cards as needed.
  • Assist with coordinating trainings, interviews, and other meetings as needed.
  • Assist with onboarding new staff including office/desk setup, ordering keys, and coordinating other logistics.
  • Assist HR/Office Manager with special projects.
  • Perform other duties as assigned.

Marketing Management

  • Providing marketing leadership
  • Oversee, develop and manage Marketing department
  • Oversee all aspects of proposal, presentation, awards submittals and business development support functions
  • Manage internal strategic planning
  • Building consensus among Management, Staff, and Clients, setting the direction and tone for future marketing efforts
  • Track and research project opportunities and conduct client research/analysis as needed.
  • Oversee promoting and positioning the firm through written, verbal and graphic material
  • Support Principals in maximizing firm exposure (local design and civic community events)
  • Be a Marketing Team member and performing other duties as required
  • Manage social media, digital marketing and digital media.

Human resource Management

  • Develop and implement HR strategies and initiatives aligned with the overall business strategy
  • Bridge management and employee relations by addressing demands, grievances or other issues
  • Manage the recruitment and selection process
  • Support current and future business needs through the development, engagement, motivation and preservation of human capital
  • Develop and monitor overall HR strategies, systems, tactics and procedures across the organization
  • Nurture a positive working environment
  • Oversee and manage a performance appraisal system that drives high performance
  • Maintain pay plan and benefits program
  • Report to management and provide decision support through HR metrics
  • Ensure legal compliance throughout human resource management

Sales Management

  • Build and maintaining client relations
  • Work with internal departments such as the Marketing or Product teams to engage audiences and clients more deeply
  • Meet and exceed KPIs and sales targets
  • Possess deep knowledge of business product offering and value proposition
  • Follow organizational policies and regulations that affect the Sales department
  • Proactively pursue new business and sales opportunities
  • Solve problems for clients and customers by developing innovative and tailored sales solutions
  • Be a brand ambassador and reflect company values at all times

Operations Management

  • Provide inspired leadership for the organization.
  • Make important policy, planning, and strategy decisions.
  • Develop, implement, and review operational policies and procedures.
  • Assist HR with recruiting when necessary.
  • Help promote a company culture that encourages top performance and high morale.
  • Oversee budgeting, reporting, pl


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