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Admin Office Support

3 months ago

Gurgaon, Haryana, India Steer Full time

The Admin Office Support position is responsible for providing support to all members of the India Office with the key focus being facilities management.

The role requires the individual to present excellent communication, organisational and interpersonal skills and be capable of supporting the team in their work winning and project delivery objectives.

In addition to this, the post holder will need to be capable of working using their own initiative, prioritising work and being flexible in our ever-changing working environment
The role requires the individual to undertake a wide range of duties as described below.

Key accountabilities:

Admin Support for the entire office through following activities:

  • Client liaison
  • arrange meetings and represent employees proactively
  • Being trusted support for IT
  • Procurement, issuance, repair & maintenance and safe disposal of office equipment.
  • Arrange Division meetings and prepare followup (e.g. monthly Team Leader meeting)
  • Support on recruitment activities in arranging interviews and followup meetings
  • Coordination of and provisions for client meeting rooms
  • Handle any outgoing / incoming courier requirements
  • Reproduction, printing, and postal functions
  • Manage stationery and consumables stock
  • Manage key facilities contractors (cleaning, maintenance, security, waste collection, environment clearance)
  • Liaising with subcontractors, tax advisors, project teams for project work delivery.
  • Marketing support with printing and dispatch of marketing materials like calendar, visiting cards, newsletter, brochures and working closely with marketing team for ad hoc support.
  • Takes a proactive role in ensuring local compliance with health and safety policy and best practice (includes housekeeping audits, arranging training, acting as Fire Marshal, arranging/completing office related risk assessments)
  • Works closely with the Building Management to ensure high standards of Facilities Management are maintained.
  • Coordinates Delhi office team events and social activities including CSR activities
  • Monitoring of unitwide Learning and Development activities, including conference attendance
  • Preparation and completion of proposals, projects and Expression of Interest's for submission including proof reading, formatting and liaison with others to ensure high quality outputs are produced
  • Development of spreadsheets and PowerPoint presentations etc. to support project delivery
  • Use of Microsoft Office software (esp Word, Excel and Powerpoint) with the capability to produce documents this is a little vague perhaps?
  • Provision of guidance on use of templates and formatting
  • Management of document production (liaising with the reprographics department) and dispatch
  • Delivery of occasional research work
  • Delivery of chargeable project work where possible
  • Provide team meeting support (including taking of minutes and distribution of actions)
  • Engaging with the insurance provider to obtain and maintain appropriate level of insurances required by the business. Assistance with the UK led insurance renewal process.
  • Arranging and confirming travel and accommodation arrangements
  • Reconciliations and balance check between different vendors and suppliers.
  • Tracking work opportunities on different portals

Reviewing local publications for business opportunities identification Support to the consultancy team:

  • Preparation and completion of proposals, projects and Expression of Interest's for submission including proof reading, formatting and liaison with others to ensure high quality outputs are produced
  • Development of spreadsheets and PowerPoint presentations etc. to support project delivery
  • Use of Microsoft Office software (esp Word, Excel and Powerpoint) with the capability to produce documents this is a little vague perhaps?
  • Provision of guidance on use of templates and formatting
  • Management of document production (liaising with the reprographics department) and dispatch
  • Delivery of occasional research work
  • Delivery of chargeable project work where possible
  • Provide team meeting support (including taking of minutes and distribution of actions)

Finance support to the business delivery group through:

  • Engaging with the insurance provider to obtain and maintain appropriate level of insurances required by the business. Assistance with the UK led insurance renewal process.
  • Arranging and confirming travel and accommodation arrangements
  • Reconciliations and balance check between different vendors and suppliers.
  • Tracking work opportunities on different portals

Requirements:

Essential Skills:

  • Excellent organisational skills
  • Excellent interpersonal skills
  • Good time management and prioritisation skills
  • Professional telephone manner
  • Professional and positive attitude
  • Team player
  • Works using their own initiative
  • Effective at recording meetings minutes and actions
  • Good attention to detail, an ability to