Administrative Support Specialist

4 weeks ago


Pune HO, India Vertiv Full time
Job Title: Administrative Support Coordinator

Location: Pune (Viman Nagar)

Responsibilities:
  1. Hotel Arrangements: Identify suitable hotel options based on budget, location, and amenities, and negotiate rates and terms.
  2. Employee Support: Coordinate with employees, clients, or guests visiting the Viman Nagar office and make their hotel, local transportation arrangements.
  3. Vendor Management: Coordinate with vendors for documentation and vendor code creation in Datazen.
  4. System Purchase Orders: Make system purchase orders related to Admin.
  5. Financial Reporting: Consolidate monthly spent and cost bifurcation of GEC within BUs and send to Finance on a monthly basis.
  6. Office Space Management: Manage office space allocation and stationery arrangements.
  7. Facility Maintenance: Conduct regular inspections of the office premises to identify maintenance needs, including HVAC, Electrical, Plumbing, Fire Safety Equipment, Furniture, etc., and address them promptly.
  8. Housekeeping Coordination: Coordinate with Housekeeping staff for upkeep of the facility.
  9. Employee Helpdesk: Single-handedly manage the employee helpdesk, including new joining formalities, issue of ID cards, access cards, stationery, seat allocation, issue of keys, exit formalities, managing guests, hotel booking, cab booking, guest house booking, handling all facility vendors, including security and housekeeping vendors, FAS, stationery, processing all vendor invoices, office rental invoices, submission of monthly provisions to Finance, procurement of items, disposal of unused assets, coordinating with building Management team, parking management, repair and maintenance work in the office, etc.


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