Office Services Assistant

**Requisition ID: 273941**
- ** Relocation Authorized: None**:

- ** Telework Type: Full-Time Office/Project**:

- ** Work Location: Vadodara**

**Company Overview**:
Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact.

We serve the Infrastructure; Nuclear, Security & Environmental; Energy, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values - ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants - integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

Bechtel India is a global operation that supports execution of projects and services around the world. Working seamlessly with business line home offices, project sites, customer organizations and suppliers, our teams have delivered more than 125 projects since our inception in 1994.

Our offices in Gurgaon, Vadodara and Chennai will grow significantly and sustainably with exciting career opportunities for both professionals and young graduates who are passionate about creating a cleaner, greener, and safer world; building transformational infrastructure; making decarbonization a reality; and protecting people and the environment.

**Position Summary**:
Works under supervision to provide Administrative and Office support services of an accountable nature to help ensure the smooth running of Facility and Office services Function. Assists Supervisor in day-to-day activities and responsibilities include ensuring a safe and secure workplace. The role requires initiative, accuracy and high level of moral and ethical outlook.

**Responsibilities**:

- Assisting, providing a wide variety of support services. Monitors all follow-up actions required by Supervisor.
- Helps develop and monitor financial information, such as comparing Month-on-Month expenses and preparing periodic reports (MIS). Maintains files of various historical data.
- Organizes material for meetings, presentations, and training sessions. Assist in activities, such as employee engagement.
- Ensure the Contractual Service Staff performs per SLAs.
- Monitoring/meeting all statutory/regulatory compliances pertains to the contractors.
- Reviews deliverables of Contractual Service Staff - Operation & Maintenance, House Keeping, Security-and monitors quality to ensure that optimum level of utilization is ensured. Monitor attendance and leave management of all such staff.
- Arrange Purchase of office supplies (Office stationery / Housekeeping & Pantry consumables)
- Follow regular/monthly billing of all services and materials purchased.
- Verify and approve all such invoices for on time payment process.
- Ensure effective material management. Ensure inventory is always maintained at site to meet any urgent requirements.
- Reduce down time of equipment. Monitor and ensure for timely civil repair, water supply, lifts, fire system, etc.
- Maintain asset management mechanism and tracking of AMCs.
- Arranges for Pest Control.
- Obtain quotations and prepare comparative statements & get approval for work/purchase, from Supervisor/Manager.
- Liaison and co-ordinate with the Supervisors/Lead of projects for space allocation etc.
- Support HR during new hire joining formalities (issuance of ID & access card, Parking sticker, document formalities)
- Ensure safe, clean and hygienic workplace.
- Assist facility walk down. Ensure availability of ERT / First aiders in office and Upkeep / readiness of Medical Room.
- Assist providing safety orientation for all the personnel, for them to be familiar with the building layout plans and its firefighting and sprinkler systems, evacuation route etc.
- Hands-on experience in creating, issuing, monitoring employee access cards and the access control system in the office.
- Taking care of the supervision of security personnel, parking, material movement etc.
- Experienced in monitoring CCTV, PA system and or any such electronic security installations.
- Arrangement of logistics for project events / company sponsored events
- Familiar in hospitality management, expat accommodation, hotel, guest houses etc.

**Qualifications and Skills**

**Basic Qualifications**:

- Graduate with 6-10 years of relevant experience in similar industry.
- Demonstrated knowledge and hands-on experience of administrative functions.
- Knowledge of MS Office, especially good in Excel
- Excellent written and oral communication ski