Mail Room

**About Us**

“Magna Infotech, now Quess IT Staffing, is India’s largest IT staffing company with over 20 years of experience in staffing IT professionals in 300+ companies across levels and skillsets. Our 10,000+ associates deployed in 80+ cities and towns are proficient in over 500 technological skills. Our associates help enable cutting edge solutions some of the biggest names across industried. Quess IT Staffing is a division of Quess Corp Limited, India’s leading business services provider and largest domestic private sector employer. Quess Corp Limited is - ‘A Great Place to Work’ certified - a testament to our excellent culture, people, and processes.”

**About Company**

**Roles and Responsibility**

Job Description
- Mailroom & Guest Relations

Roles & Responsibilities

Mailroom - Posts and Couriers, Customs Clearance, Keys Management, Systems Movement & Business Cards
- Posts and Couriers

Overall Responsible for entire activities

Monitoring all Couriers External & Internal - both In-Coming & Out-Going

Handling escalations

Shipment Tracking (Local, National & International)

Shipments Booking (International)

Managing shipment export contracts in co-ordination with sourcing team
- Customs

Handling Customs clearance process for international shipments

Co-ordinating with Tax & Compliance team for customs documents authorization

Processing customs duty payments (Pre & Post payments)

Meeting customs officers for critical shipments
- Keys Management

Overall Responsible for entire activity

Monitoring, Auditing and handling the escalations

Ordering the duplicate keys

Organizing the SEZ approval, Gate Pass etc
- Systems Movement

Overall Responsible for entire activity

Systems Movement planning with BU’s

Co-ordinating and briefing vendor about the systems movements

Data validation/accuracy - Instructing/Briefing BU’s about movement

Systems Movements Supervision

Monitoring and handling all escalations post movements

Guest Relations - Expats
- Guest Relations

Assisting international assignees with pre-visit (Schools, Apartments & Hospitals)

City Orientation

Supporting International Assignees post arrival for school admissions & hospital registrations

Arranging permanent accommodation

Apartment take-over (Complete end to end process)

Making legal lease agreements in co-ordination with ANZ Sourcing team, ANZ Legal team & Landlords

Arranging maids & Gardener to the expats residence

Managing expats maids & Gardener’s attendance validation & processing their salaries

Expats residence day to day maintenance (All issues including, electrical, plumbing, carpentry, painting, Civil, All Electronics goods repairs & Servicing, Fumigation & furniture etc)

Co-ordinating timings with expats family and arranging respective vendors to fix the reported issues and follow ups till end of activities

Expats residence payments including monthly rentals, monthly bills like electricity, broadband, Digital TV, Gas & Water bills payment

Arranging content insurance for all international assignees

Lease extensions with co-ordination with ANZ Legal team & Landlord (Complete end to end process)

Lease termination with co-ordination with ANZ Legal team & Landlord (Complete end to end process)

Apartment handover (Complete end to end process)

Managing expat residence assets inventory (Traxx) & Landlord’s assets

Supporting expats FRRO registrations & RP extensions

Conducting annual asset audit at expats residences

General and BAU Activities
- Team management - Assigning work & Monitoring day to day activities of the team
- Managing complete invoices processing, validation and vendor payments
- Follow ups for the payments with AP team and updating vendors
- MIS
- Vendor management
- Handling 1st level escalations for all areas under Mailroom Room & Guest Relations
- Raising & Receipting Purchase orders
- Obtaining No Due Certificates (NDC)
- Traxx validation & updating
- Stationery & business cards management
- Residence and Hotels Properties inspections
- Handling general enquiries and request in the mailroom
- Execution of GR assets auction
- Pedestal and cupboards audit supervision
- Reporting BAU activities - Weekly, Monthly, Quarterly, Half-yearly and annually
- Contract renewals and process reviews