Front office Executive

4 weeks ago

gurugram, India SNC-Lavalin Full time

Job Description

We’re AtkinsRéalis, a world-leading Design, Engineering and Project Management organization. Created by the integration of long-standing organizations dating back to 1911, we are a world-leading professional services and project management company dedicated to engineering a better future for our planet and its people. We create sustainable solutions that connect people, data and technology to transform the world's infrastructure and energy systems. We deploy global capabilities locally to our clients and deliver unique end-to-end services across the whole life cycle of an asset including consulting, advisory & environmental services, intelligent networks & cybersecurity, design & engineering, procurement, project & construction management, operations & maintenance, decommissioning and capital. The breadth and depth of our capabilities are delivered to clients in key strategic sectors such as Engineering Services, Nuclear, Operations & Maintenance and Capital.

News and information are available at or follow us on LinkedIn.

Our teams are proud to deliver on some of the most prestigious projects across the world. It's thanks to our talented people and their diverse thinking, expertise, and knowledge. Join us and you'll be part of our genuinely collaborative environment, where everyone is supported to make the most of their talents and expertise.
When it comes to work-life balance, AtkinsRéalis is a great place to be. So, let's discuss how our flexible and remote working policies can support your priorities. We're passionate about are work while valuing each other equally. So, ask us about some of our recent pledges for Women's Equality and being a 'Disability Confident' and 'Inclusive Employer’.

Position Description

Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges. Handling EPBAX. Managing office vehicle schedules. Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping & upkeep areas. Ensure immediate response to all priority calls and facilities relates issues during the shift and follow escalation process. Handling Visitor Management Tool. Maintain timely MIS & database Such as (Snag List, Daily Checklist Etc.) Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required. Directed day to day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables. Supporting the site team for hotel booking and guest travel arrangements. Job allocation and deployment of manpower for day-to-day activities. Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry & deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.

Responsibilities:

Visitor Management -Tool and Process

Ensure the visitor adhere the safety norms in office premises. Ensure visitor should report at reception before escorted to office premises. Maintain daily report of Visitor. Ensuring of downloading of safety guideline to all the visitors who are coming into the premises. Ensure the visitor to fill heath Declaration form to enter office premises. Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the premises. Ensure timely report to concern team of any issue related to VMS portal. Ensuring the visitor enter required details in VMS.

Zoho Tool - Complaints and Issue redressal

Managing internal staff facilities request by Ticketing tool. Receiving and responding to approval requests Take approvals as per GAM approver (GDC Authority Levels). Keep track of help desk request and cost code for invoice coding. Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline. Ensure any facilities related issues should be timely resolved. Maintain help desk report on monthly basis for MMR. Ensure timely report to manager of any issue and complaints related to requests.

Arranging Transportation for Staff and Guests on request & Managing office shuttle guest’s pickup and drop.

To provide safe and secure transportation to guest. Ensure timely vehicle arrangement to guest to avoid delays. End to end contact with Transport vendor Ensure to provide safe and secure services to guests. Ensure timely report to manager of any issue and complaints related to guest stay.

Long stay Guest Help Desk requests

Maintain all the details of future and currently staying guest. Ensure to keep track of hotel arrangements. Co-ordinate with hotel sales team for renewal of hotel proposal. Tracking of Expiration of PR and ensure timely renewal of Purchase order. Arranging vehicle for guest’s airport transfers Arranging guest’s Local transfers from office to hotel during their stay. Keep track of the flight details to ensure their safe and secure travel. Ensuring the up keeps of the office vehicle such as: Basis amenities First Aid Emergency contact numbers Etc.

Invoices and Supporting Sheet

Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details. Maintain supporting sheets of vendor invoice on monthly basis. Ensure the invoice should be process timely for payment process. Co-ordinate with Vendor to get quote to send IT asset to employee on desired time. Ensuring the expense should be as per the concern project / business. Ensure the expense should be as per assign Purchase order. Ensure timely submitting of all the vendor invoice to finance.

Induction Related (Photo ID and Access cards/Visiting Card)

Maintain records of ID card, lanyard and access cards issued to new joiner. And required amenities should be provided to each employee as per the Atkins norms. Maintain Building access card tracker of JML (joiner, mover, and leaver)

Courier Service, Subscriptions (Magazines/ News Papers)

Keep Monthly records of incoming and outgoing courier. Keep track of Serviceable pin code details of Courier service provider. Co-ordinate with Courier service provider for quotation to send IT asset. Prepare required documents to send IT asset as per Courier custom requirements. Take approvals as per GAM approver (GDC Authority Levels). Ensure the cost of courier should be charge on respective department cost code.

Parking

Keep records of two-wheeler and four-wheeler parking. Track and assign parking of Two-wheeler/ Four-wheeler access to employee as per company parking policy. Ensure to track records of parking access to employee as per DLF parking Guidelines. Ensure employee have parking facility as per the company parking policy.

First Aid

First-aid box. Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines. Co-ordinate with vendor to procure required First aid item in stock.

Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager.

Ensure cleaners clean all washroom, general areas and report any discrepancies to the Manager. List other scheduled H.K. contractors etc. Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get services done on assigned timeline. Maintain records of Famine hygiene vending machine and informed to concern team for procurement.

HK - Stock Inventory and utilisation Chemical cleaning

Maintain stock register and daily consumables tracker. Maintain daily consumables tracker on monthly basis. Keep track of consumable item for timely order placement. Training to H.K staff and keeping SDS of chemical used in facilities.

Pantry - Stock Inventory and Utilisation.

Maintain stock register. Maintain daily consumables tracker on monthly basis. Keep track of consumable item for timely order placement. Complete all action items as recorded in the Daily report.

Stationary Indent/stock inventory management, Utilisation, Crockery & Cutlery Inventory and tracking (reports).

Keeping and maintaining reports and record. Maintain stock register. Maintain daily consumables tracker on monthly basis. Keep track of consumable item for timely order placement. Deployment for loading paper in printer and plotter and other similar tasks. Maintain Crockery & Cutlery records. Co-ordinate with vendor for quotation. Keep track of damage crockery and cutlery Items for timely order placement. Maintain tracker record on monthly basis.

What We Can Offer You

Varied, interesting and meaningful work. A hybrid working environment with flexibility and great opportunities. Opportunities for training and, as the team grows, career progression or sideways moves. An opportunity to work within a large global multi-disciplinary consultancy on a mission to change the ways we approach business as usual.

Why work for AtkinsRéalis?

We at AtkinsRéalis are committed to developing its people both personally and professionally. Our colleagues have the advantage of access to a high ranging training portfolio and development activities designed to help make the best of individual’s abilities and talents. We also actively support staff in achieving corporate membership of relevant institutions.

Meeting Your Needs

To help you get the most out of life in and outside of work, we offer employees ‘Total Reward’.
Making sure you're supported is important to us. So, if you identify as having a disability, tell us ahead of your interview, and we’ll discuss any adjustments you might need.
Additional Information
We are an equal opportunity, drug-free employer committed to promoting a diverse and inclusive community - a place where we can all be ourselves, thrive and develop. To help embed inclusion for all, from day one, we offer a range of family friendly, inclusive employment policies, flexible working arrangements and employee networks to support staff from different backgrounds. As an Equal Opportunities Employer, we value applications from all backgrounds, cultures and ability.

We care about your privacy and are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use and transfer your Personal Data.

Link: Equality, diversity & inclusion | Atkins India (atkinsrealis.com)

Worker Type

Contingent Worker

Job Type

Loan of Personnel

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.

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