Administrative Assistant Ii

7 days ago

Mumbai, India Cordis Full time

Overview:
Perform timely and high-quality administrative support and other special tasks for India entity, office and staff to ensure overall efficiency and effectiveness.

**Responsibilities**:

- Mumbai Office management - Renew municipal licenses for Mumbai office on timely basis and provide on ground support to teammates in submission of physical documents to various statutory authorities like labour welfare fund office, customs for import-export documents, banks, etc.
- Ensure timely payments to landlord and other vendors for Mumbai and Bangkok offices and coordinate with vendors where communication/co-ordination with vendors is locally required, for invoicing/ tax/payment related issues.
- Support leaders to organize regular team meetings, take meeting minutes and follow up key action items. Provide assistance in meeting room bookings and conference and video calls set-up (if applicable)
- Manage all business travel, hotel & airport transfers and expense report/payment request of India and Thailand based leaders
- Project management, including scheduling, organization, minutes, and follow-ups. Participation in meetings, workshops and other activities
- Support and organizes company events, meetings, eg. conferences, company lunches, etc
- Coordinate and assist in on-boarding for new hires (eg. Procuring laptop and other IT assets for them and issuance of company properties such as door access, etc.) and offboarding of leavers in India and Thailand (eg. collection of company properties such as door access, laptop, etc.)
- Be the first point of contact in overseeing the office by answering incoming calls, replying to general correspondence and dealing with enquiries.
- Payroll and expense related system requests are raised in timely manner and payments are processed on time
- Coordinating and assisting the sales team with ordering of stamp papers and notarization of tender related documents.
- Support marketing team for raising compliance requests, sample request compilation, printing and distribution of marketing collaterals
- Coordinate with insurers for employee Insurance additions, renewals, and claims
- Responsible for maintaining the office files, vendor files, and other files that are related to the company’s operations and submitting files to Crown record management agency.
- Ad hoc activities as required.

Qualifications:

- At least 8-10 years working experience in related field in a multinational company, medical device or healthcare industry is preferred
- Strong ethics and commitment to company values and be a good team player
- Proficiency in both oral and writing in English
- Proficiency in Microsoft office, including word, excel, ppt and outlook etc.
- Strong interpersonal and good communication skills and organizing skills
- Self-motivated individual with problem solving and learning skills
- Independent working capability and highly responsible, Can-do attitude, can work under high pressure

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