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Admin & Facilty Executive - (Male)

7 months ago

Ludhiana, India Khalsa Consulting Services Full time

**Job Title : Admin & Facility Executive.**

**SECTION 1 - POSITION PROFILE**
- **A. Job Purpose**:_
The position is responsible for Administration, Travel Management, Travel Reimbursement, IT handling, resolving IT &
Admin related People Issues.

1. Travel Management Timely booking - Delays (%) with nil error

No. of violations as per Travel Policy

Cost Reduction - decrease over previous year (%)

2. Bills settlements for monthly travel expenses No. of delays in bills settlements as per TAT

No. of mismatches in reconciliation of Credit Card
Statement & Actual Bills

3. Maintaining registers Timely entries in registers

4. Housekeeping No. of violations as per housekeeping checklists

Timely arrangement of consumable & housekeeping items as per requirement

5. IT Management No. of queries not resolved within the timeframe

6. Resolving employee issues pertaining to Workplace & Work Delays in resolving issues related to Workplace & related Assets Work related Assets or variance from specified timelines for resolution (Monthly Average)

7. Travel Advance & Reimbursement verification Errors / Delays in reimbursement verification (No. of
Instances)

8. Onboarding Timely arrangement of workstation, Admin items & IT assets as per induction checklist

9. MIS Adherence Self score less than -10%

Team score less than -10%

Delays / Errors in updation (Self)

Page | 1
- **C. Primary Tasks & Activities**:_
- **(a) Travel Management and its bills settlement**_
1. Manage Airline Bookings, Car Rentals, Hotel, and Visa, Forex requirement for pan India employees as per policy
2. Accurate processing & accounting of travel vendor payment.
3. Guest house accommodation & complete corporate fleet management.
4. Oversee MIS reporting of travel functions to management & finance.
5. Negotiate with Airlines/Hotels to get best corporate deals, incentives, based on the Company Global airline/hotel spend.
6. To verify the expenses.

**(b) **_**Maintaining Database and Housekeeping requirements**_
7. Maintaining daily office expenses/maintaining the same through an online sheet.
8. Maintaining cleanliness checklist.
9. To ensure all the crockery, CCD requirements are available.
10. To make sure refreshment for MD Office and Office is available.
11. To ensure all housekeeping (Cleaning agents) available.

**(c) **_**IT, Assets and Administration Management**_
12. Maintaining all the IT related tasks.
13. Maintaining office consumables like stationery items and raw material of sample stock etc.
14. Coordinate for in-house event/off sites management. (Decorations).

15. To order lunch, cake, as per office requirements.

16. Management of corporate stationery/printing.
17. Coordinating with the Accounts Team for payments of rentals/electricity/maintenance.
18. To ensure Water Filter, Generators, Official Vehicles are properly maintained and (fuel is filled).
19. Take care of corporate mobile phone connections for employees.

**(d) Providing Assets & Workplace items/equipment to employees**
20. Make arrangements for joining - Workplace, Assets etc.

21. Resolving employee issues related to Assets

22. Purchasing PC/Laptops and coordinating with Purchase for procurement of other assets & replacements.
23. To ensure all the company assets are properly labelled with allocation numbering.
24. To get assets allocation form filled on joining and asset return form signed on exit of employee.
25. Getting assets repaired as per required.

**(e) Supporting to Marketing Department.**
26. To coordinate for samples for I cards, Visiting Cards, Letter heads.

27. To follow up with vendor and get the samples approved from Marketing Head.

28. To ensure I cards, Visiting Cards, letter heads, etc printed and required stock is available.

**(f) MIS Adherence**
29. To ensure sheets, checklists, KPIs are updated timely of self.

30. To ensure sheets, checklists, are updated timely of team members.

A. Qualifications & Experience:

- Graduate
- 2-4 years’ experience in Admin function

B. Skills & Knowledge:
1. Functional Skills
- Recruitment
- Time Office Management
- PMS

2. Computer Skills
- Proficiency in Excel
- Word, Powerpoint

3. Behavioural Skills

A. Leading Self B. Leading Teams C. People Skills D. Leading Performance
- Action Oriented -Delegation -Approachability -Business Acumen
- Composure -Developing Direct -Compassion -Customer Focus
- Drive for Results Reports -Conflict Management -Dealing with Ambiguity
- Patience -Hiring and Staffing -Informing -Decision Quality
- Personal Learning -Managing and -Interpersonal Savvy -Organizing
- Written Measuring Work -Listening -Perspective
Communications -Negotiating -Problem Solving
- Understanding Others -Process Management
- Timely Decision
Making.

**Job Types**: Full-time, Regular / Permanent

**Salary**: ₹20,000.00 - ₹23,000.00 per month

**Benefits**:

- Commuter assistance
- Paid time off
- Provident Fund

Schedule:

- Fixed shift

Supplemental pay types:

- Performance bonus
- Yearly bonus