Admin Executive

1 week ago

Bengaluru, India BCD Travel Corporate Full time

**Date Revised**:
**05APR2020**

**Business Title**:
**Job Role Title**:
Office Manager I

**Reporting To**:
**Job Code**:
GA08x009

**Salary Grade**:
(as required by country)

NA: 5

**Salary Classification**:
(as required by country)

NA: Exempt

**Job Summary**:
The Office Manager I is responsible for efficiently supporting a medium (less than 200 employees) office to create a safe and professional environment for all employees, clients, vendors, and guests. This role supports the center by planning, organizing and implementing administrative systems, policies and procedures. Responsible for ensuring businesses run smoothly via administrative support. Preside over facilities management, security management, cafeteria and other facets of administration. This position may manage other office personnel.

**Essential **Duties and Responsibilities**:
**_Job Specific Essential Duties & Responsibilities:_**

**Front Desk, if applicable**
- Hire, train, and manage the Receptionist and front desk area.
- Schedule Administration Staff and/or Temporary Employee service to assure front desk coverage at all times between open hours.
- Assure that telephone service & guests are received with professional courtesy.
- Maintain cleanliness and attractiveness of reception area.

**General Duties**:

- Manage the telephone system on-hold music and announcements as required for holidays, inclement weather, etc. (interface with Telecommunications Department).
- Maintain address & telephone lists for employees and field executives. Assure that receptionist has current information for client lists, contacts, office locations, employees, etc.
- Hire, train & manage the Mailroom Administrator. Assure that all tasks are completed in a timely and courteous manner and position is covered at all times, as applicable
- Liaison with Property Management to assure that security (security cards), maintenance, office temperature, keys, cleaning, building safety are managed and maintained appropriately.

**Employee Safety**:

- Prepare Disaster Recovery Plans in event of fire, floods, earthquake, major storms, etc.
- Distribute plans to employees, train employee and run practice drills.

**Facilities**:

- Coordinates space planning and moves of employees within the office
- Work with Facilities Management staff to purchase and reconfigure space and for office relocations

**Facility Administration**:

- Serves as primary liaison between building management and BCD Travel for day-to-day facilities issues and communicates facilities issues to employees in a timely manner.
- Handles purchasing and/or leasing of office furnishings, equipment and stationary supplies
- Manages office contract and suppliers; tracks maintenance contracts. Monitors suppliers' service.
- Manages the infrastructure, including cafeteria and pantry, as applicable
- Manage House Keeping and Security Personnel to ensure BCD Travel requirements are met.
- Oversees repair and maintenance of office space and workspaces
- Interacts with property management to ensure that contracted security and property maintenance are followed

**Meeting and event coordination**:

- Coordinate client visits by making necessary office arrangements
- Agenda management and meeting notes
- Handle facility coordination for client and employee meetings
- Arrange catering

**Administrative**:

- Manage petty cash, office locks and keys, office entry card system, parking passes
- Handle office initiatives, such as tickets to sports and entertainment events, promotions and special occasion plans
- Oversee and report on charitable giving
- Manage employee transport roster and ensure proper routing of cabs to reduce travel time, if applicable.
- Travel planning, if requested
- Plans and organizes Corporate Social Responsibility activities for the office.
- Orders office supplies

**Communications / correspondence**:

- Prepares and distributes communications to employees (all teams) regarding administrative changes and committee activities
- Prepares correspondence and PowerPoint presentations

**Other**:

- This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position. The employee may be asked to perform other duties and responsibilities, as necessary.

**_Essential Job Functions:_**_ (Required for US only-all other countries may delete)_
- Must be able to come to work promptly and regularly
- Must be able to take direction and work well with others
- Must be able to work under the stress of and meet deadlines
- Must be able to concentrate and perform accurately while meeting applicable productivity measures
- Must be able to change productively and to handle other tasks as assigned

**Key Contacts / Relationships**:
Internal:

- Employees, managers

External:

- Property management, service providers

**Education** / Knowledge / Experience**: (Subject to local laws and practices)

Essential:

- High School degr

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