Officer - Secretarial Services & Admin Support
2 months ago
Attending day-to-day secretarial functions of Site Head’s office, including preparation and submission of periodical reports (Production/Statutory Reports) to the Management.
- Providing secretarial assistance to visiting Chief Executives, Overseas visitors and Senior Managers from other locations.
- Coordination for Guest house accommodation for Company employees and maintenance of the guest house.
- Ensuring immigration formalities for overseas visitors with Police Department.
- Transportation arrangement for Company Guests, Auditors, Customers etc.,
- Ensuring hotel arrangements for Company guests, Auditors, Customers, etc.
- Statutory compliances under ESI / PF of all Contractor’s Workmen.
- Adherence to the guidelines under Apprenticeship Act while engaging Apprenticeship Trainees in the Company.
- Coordination in engagement of NAPS trainees & Secondary manpower (ensuring recruitment from the Service Provider, Imparting Training, stipend and separation formalities)
- Ensuring prompt packing and dispatch of outgoing documents/samples through courier. Frequent follow up actions are needed with the Agencies to monitor the dispatches.
- Coordination with Postal departments.
- Verification and certification of Invoices such as Courier, Canteen, guest house, telephone, electricity, taxi, hotel, NEEM Trainees, post office, etc. for timely payment.
- Ensuring desired hospitality services to the visitors (arranging PPE, special lunch, training requirements, meetings etc.)
- To coordinate with all HOD’s in organizing meetings and preparing the minutes of the meetings.
- Generation / Preparation of MIS (Management Information System) and submit the same to corporate office.
- Coordination with all Business Divisions and Corporate office in connection with Site Heads office related functions.
- To assist HR department in attendance compilation work in HR Kiosk.
- Vehicle / accommodation to any other guests
- PR / PO / CIR / EA creation
- OT monitoring / management in respect of regular and contractors workmen
- Guest canteen coupon management
- VIP food managemen.
**Qualification & other requireemnts**
- Graduation.
- 3 - 4 years of experince in the Secretarial Job
- Good proficency in English and local language
- Good in MS Office
- Good communication
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