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Administrative Manager, India

2 months ago

gurgaon, India ETS Assessment Services Full time
Position Title: Administrative Manager, India
Location: Gurugram
POSITION SUMMARY (the reasons the position exists; a summary of what the is position is responsible for):
The Administrative Manager plays a critical role in ensuring the smooth operation of our office. This individual will be responsible for providing administrative support to various departments, managing office resources, coordinating meetings and events, and assisting with project management tasks. The ideal candidate is highly organized, proactive, and capable of multitasking in a fast-paced environment.
PRIMARY RESPONSIBILITIES:
• Provide comprehensive administrative support to the department and management team.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Manage calendars, schedule appointments, and coordinate meetings.
• Oversee office operations and maintain office supplies and equipment.
• Manage the third-party engagement for 24X7 services such as cabs for late hours, housekeeping, security and pantry services.
• Ensure a clean, organized, and welcoming office environment.
• Liaise with building management and service providers for office maintenance and repairs.
• Serve as the first point of contact for internal and external communications.
• Handle incoming calls, emails, and inquiries professionally and promptly.
• Coordinate and distribute internal communications.
• Plan and coordinate company events, meetings, and training sessions.
• Manage logistics for events, including venue selection, catering, and materials preparation.
• Partner with the building manager/operations manager for coordinating any events like fire drills, inspections, etc.
• Assist with the setup and teardown of events.
• Assist with project planning, coordination, and execution.
• Track project timelines and deliverables, ensuring deadlines are met.
• Prepare project status reports and maintain project documentation.
• Maintain accurate and up-to-date records and files.
• Manage databases and generate reports as needed.
• Ensure data confidentiality and integrity.
• Assist with budget tracking and expense reporting.
• Process invoices, purchase orders, and ensure the payments of utility bills.
• Reconcile financial discrepancies by collecting and analyzing information.
• Adhere to ethical standards and comply with the laws and regulations applicable to your job function.
KNOWLEDGE/SKILLS:
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevantsoftware • Ability to multitask and prioritize tasks effectively
• Strong attention to detail and problem-solving abilities
• High level of discretion and confidentiality
• Professional demeanor
• Ability to work independently and as part of a team
• Proactive and self-motivated with a strong work ethic
• Adaptable and able to thrive in a fast-paced environment
EDUCATION AND EXPERIENCE:
• High school diploma required
• Bachelor’s degree preferred
• 5+ years of experience in an administrative support role