Administrative Assistant

2 weeks ago


delhi, India Teamware Solutions a division of Quantum Leap Consulting Pvt. Ltd Full time
Hi connections
Teamware is hiring for Administrative Assistant role
Administrative Assistant
• Location: Bangalore
• Estimated start date: April 2024
• Daily schedule and OT estimate: General shift
• Workspace type: Onsite/ partial Hybrid
JOB DESCRIPTION
The Program Specialist acts as a talent advisor to support DES Partner Management and responsible for building and maintaining relationships with Managers and managing the full lifecycle of partner ecosystem, including, and not limited to, requisition intake (briefing), sourcing management through empaneled suppliers (Partners), Contract & SOW, PO management, headtrax, onboarding, time entries validation of the resources, invoicing, accruals (forecasts Vs. actuals) management, offboarding, reporting, liaising with procurement & finance team.
Responsibilities:
• Assist managers during all stages of the partner acquisition process including requisition intake, sourcing, PO, Headtrax, onboarding, offboarding (including asset/s surrender) etc.
• Assist with assignment management (CC/IO changes, PO extensions, extension of contract assignments, etc.) to improve data integrity.
• Communication with PRM team about Resource start & end date, Rate, Tech Level, Ramp up period.
• Discuss with Managers agree upon expectations, timeframes, feedback, roles and responsibilities of everyone involved in the requisition fulfilment process.
• Document all client/ supplier reported issues and track resolution through to completion ensuring a high level of customer satisfaction.
• Effective coordination between Partner Resource Management, Project, Procurement and Finance teams.
• Enabling HW allocation to admins/support team as per role demand.
• Ensure all work orders are closed in the system with accurate finish reasons when notified of an end of the assignment and appropriate departments/teams are notified.
• Ensuring VPN & RAS access is enabled in the tool, as per role demand for partners by seeking FTE managers approval.
• Full Time Contractor (FTC) resources utilization tracking and billing.
• HeadTrax - New Hires, Offboarding, resources movements within DES etc.
• Liaison with managers & Suppliers to ensure all necessary documentation is completed and collected prior to starting assignments and at end of assignments.
• Maintain and update monthly activity and performance reports (accruals, forecasts & actuals).
• Monitor performance against contract SLA’s, requisition aging, invoicing, and vendor compliance tracking.
• Resource Master validation so that monthly accruals and invoices are processed in timely manner.
• Submission of filled in requests on External Contractor Portal to Supplier Operations team
• Tracking completion of mandatory training courses by vendor resources.
• Tracking the resource end dates as per PO, SOW and HeadTrax report and taking necessary actions for resource extension, roll off, replacements etc.
• Utilize reports to manage open requirements to advise managers on status of requirements and monitor supplier sourcing strategies to ensure timely response.
• Working with Global Contracting Office to address questions related to Terms & Conditions in SOW / CR in consultation with Project Owner.
Leadership:
• Leads by example and serves as a role model by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self-reflection during challenging situations.
Ownership:
• Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. Identifies impacts and risks across the organization and communicates these to partners and key stakeholders. Streamlines processes, provides process improvements, and adjusts as needed. Leads efforts to determine measurable success of projects at their conclusion.
A successful candidate will have:
• Ability to work in a dynamic environment that changes from day to day
• Able to work independently with some direction and customer focused
• Apply knowledge learned through experience to be able to resolve any issues
• Attention to detail and quality
• Be able to execute in relatively ambiguous and complex situations, prioritizing and juggling multiple projects at once
• Communicate professionally at all times, even in challenging situations.
• Lead with positivity, inclusiveness, growth mindset and possess a team-oriented outlook
• Must have good analytical and problem-solving skills
• Possess solid project-management and problem-solving skills with a creative approach towards solving day to day complexities
• Proficient with MS Office (especially Excel)
• Strong analytical and problem solving, documentation and follow up skills showing orientation towards results
• Strong organization skills and attention to detail
• Strong time management
• Work effectively under pressure within shortened time constraints; act with appropriate urgency and willingly make course corrections as needed in response to changing work situations.
• Work independently, be self-motivated and action-oriented
• Work successfully in a global team environment, building effective working relationships inside and outside of the group, accommodating work styles and perspectives of diverse individuals
If interested do share cv to

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