Executive - Administration & Ea

7 months ago

India Axens Full time

**AXENS in India is looking for an**

**Executive - Administration & EA**

**Location: Mumbai, India**

**AXENS PRESENTATION**

Axens group provides a complete range of solutions for the conversion of oil and biomass to cleaner fuels, the production and purification of major petrochemical intermediates, the chemical recycling of plastics, all natural gas treatment and conversion options along with water treatment and carbon capture. The offer includes technologies, equipment, furnaces, modular units, catalysts, adsorbents and related services. Axens is ideally positioned to cover the entire value chain, from feasibility study to unit start-up and follow-up throughout the entire unit life cycle. This unique position ensures the highest level of performance with a reduced environmental footprint. Axens global offer is based on highly trained human resources, modern production facilities and an extended global network for industrial, technical supports & commercial services.

Axens combines the friendliness of a company on a human scale and the influence of a multinational environment whose customers are spread over more than 85 countries. Axens is an IFPEN Group company.

**MAIN MISSION**

The Executive - Administration & EA participates in the details of the day-to-day responsibilities of administration department and manages MD's office. Managing overall administrative activities for the office, responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment, purchasing office supplies, furniture, office equipment etc. Performing administrative work pertaining but not limited to overall upkeep of facilitlies, equipment and materials required for the day to day functioning of the office premises and staff, etc. Providing support to MD for filing, sorting, fixing meetings, expense handling, travel and other related activities. Providing administrative support, receiving clients and visitors, arranging travel and accommodation during travel. The role is based in Axens India office in Mumbai and reports to the Managing Director and Director QHSE.

**JOB RESPONSIBILITIES**

**Administration**
- Facility Management, including managing housekeeping support staff’s deliverables and work quality
- Maintaining petty cash reimbursement & reconciliation
- Maintaining expenses carried out for Administration
- Budget preparation (first draft) for Administration
- Monitoring inventory of stationary, office supplies and the purchasing of new material with attention to budgetary constraints.
- Managing repair maintenance & replacement as well as AMC contracts of office assets.
- Coordination with building facility mangement
- Drafting documents/ Letter related to Admin/Facility permission from Govt. / Building Premises
- Managing employee engagement activities like birthday celebration, coffee with steerco, wellness activities, etc.
- Procuring quotations, rate negotiations and agreement finalizations with Vendors
- Coordinating in processing & amendment of POs.
- Coordinating all travel and hotel arrangements for staff and visitors, including visas.
- Preparing VPRs for vendor invoices and following up on approvals.
- End to end Travel Management, visa for all employees and expat mobility support and assistance.

**Executive assistant**
- Managing MD’s calendar and set up meetings
- Travel & Expense management for MD
- Preparing and consolidating presentation for the meetings, noting MOM and sharing the same to meeting attendees in stipulated time

**REQUESTED KNOWLEDGE AND SKILLS**:

- Graduate/Post Graduate in any stream
- Excellent written and verbal English and local language skills.
- Excellent active listening, negotiation, and presentation skills
- Ability to interact with employees at various levels.
- Strong understanding of confidentiality.
- Proficient in MS Office, including Word, Excel, and Outlook.
- Excellent organizational and multitasking abilities.

**_“At Axens, we challenge stereotypes and clichés._**

**_It is actually the foundation of our commitment to Diversity & Inclusion._**

**_Only your talent and personality matter to us”_

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