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Office Administrative Assistant

4 months ago

Ahmedabad, India DynaTech Systems Full time

Roles and Responsibilities


Facility Management-


1. Monitor and Supervise respective Managers at HO and oversee Administration & Facility Management function of HO which includes - Housekeeping, Hygiene & Sanitation, Pest-Control, Security/safety/fire, electricity, Wastage Disposal, Inventory management etc.


2. Guide HO Admin Team and ensure timely and speedy delivery of required data.


3. Ensure proper data is maintained by respective Managers at Corporate Office and timely validation of the same.


4. Conduct regular and periodic inspection of Facilities in given zone, assesses problems and implements improvement in operations as appropriate.


6. Effective implementation of benchmarking practices in facilities management to bring in efficiency & operational excellence.


Man Management-


Managing of On-roll staff, Contract Staff - office boys, housekeeping staff, pantry Boys & conduct routine/refresher training for them.


Travel Management (Air ticket / Car/ Stay arrangements)-


1. Support to central Admin team on local bookings hotel & transport services.


2. Provide necessary support to employees on policies related to car lease scheme etc by coordinating the same with selected vendors.


Invoice Management-


1. Ensure timely processing of invoices as per internal process for all the branches.


2. Ensure invoice tracker and payment sheet is maintained by respective branch managers.


3. Assist HO team in preparation of Annual Budget. Monitoring of Budget expenses on monthly basis, Variance Analysis of Budget vs. Actual Expenses.


4. Consolidation of MIS of various offices & monitoring the spend management.


Stationary-


Ensure stationary is maintained at the optimal level and to perform regular checks on the quality of service and products at branches in his/ her assigned cluster.


Space Management & Asset tagging-


1. Ensure updated list of office employees and workstation allotted to respective departments.


2. Ensure timely verification of admin assets for all the branches in given zone.


Cafeteria Management-


1. Guide managers for tie-up with local vendors & suppliers for various office requirements.


2. To maintain details of nearest restaurants for bulk orders.


Vendor Management-


1. Maintain the details of the all the vendors engaged for services.


2. Arrangement of quotes for finalization of rate contracts & AMC services.


3. Regular coordination with vendors for competitive rates.


Emergency Management-


1. Ensure contact details of nearest Hospitals, Police stations, Fire stations and Doctors on call is maintained across branches.


2. Update Emergency Response Team (ERT) of branches in respective zone.


Petty Cash Expenses-


Timely submission of petty cash expenses & settlement of expenses.


Event Management-


Coordinate and provide necessary support to business team for smooth conduct of events for given geography.


Compliance Management-


1. Ensure display and maintenance of branch compliances across branches in given geography.

2. Coordinate and provide necessary support to auditors.

3. Registration & timely renewal of various licenses.

4. Registration of Lease, L&L agreements.


Project Management-


1. Assist central HO team is identification of new premise, shifting/opening of office.


2. Co-ordinate small and medium projects related to renovation and fit outs (refurbishment).


3. Co-ordinate Manpower deployment & procurement of office essentials for new office setup.

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