Administrative Support Senior Analyst

6 days ago

Pune, Maharashtra, India Vertiv Full time US$ 40,000 - US$ 80,000 per year

Key Responsibilities:

Administrative Management:

  • Coordinate with various departments for day-to-day administrative requirements
  • Manage office supplies inventory and procurement
  • Manage Printing Stationary
  • Handle visitor management and access control
  • Maintain office documentation and records
  • Coordinate internal events and meetings
  • Arranging outside office - team lunch, dinner with negotiating rates 

Soft Services Management:

  • Oversee housekeeping & Security services
  • Manage cafeteria operations and food vendors
  • Coordinate pest control services
  • Supervise landscaping and indoor plants maintenance
  • Monitor waste management systems
  • Manage mail room operations

Employee Support:

  • Address employee queries regarding facility services
  • Manage seating arrangements
  • Handle employee transportation services
  • Coordinate with IT for workspace setup
  • Arrange accommodation for New Joinee
  • Process employee Face access  & ID cards

Vendor Management:

  • Coordinate with service providers and vendors
  • Monitor service level agreements (SLAs)
  • Review vendor performance
  • Process vendor payments and invoices
  • Maintain vendor documentation

Health & Safety:

  • Ensure compliance with health and safety regulations
  • Coordinate fire safety drills
  • Maintain first aid facilities
  • Monitor COVID-19 protocols (if applicable)
  • Conduct regular safety audits

Charge Back Data to Finance:

  • Collection of Invoices & checking for accuracy
  • Seeking approval and uploading in system
  • Prepare Charge back data as per the department Cost centers and submit to finance Dept.

Oracle & Data Zen: 

  • Preparation of Purchase Order & STSO for Pan India Admin. Team. 
  • Creating New Vendor in Data Zen - Registration, change of vendor bankers & vendor email

Facility Charges: 

  • Checking & processing of RENT, CAM & UTILITIES Invoices (3rd, 4th & 9th Floor).

Events: 

Technovation –

  • Finalizing the venue, Breakfast, food, sitting arrangement, etc.
  • Internal co-ordinating with the concerned departments for getting the activities done - printing of posters, gift finalization, printing, shirts, transportation of material, stage, photography, etc.
  • To name a few - Republic Day, Women's Day, Independence Day, Diwali, Dussehra, Cricket tournament,  Gala Night etc. & monthly employee engagement activities – in co-ordination with HR.  

Hospitality:

  • Interacting & co-ordinating with the foreign delegates for stay,  local transportation & special lunch arrangement.
  • Signing of Contract with negotiating on room rates with nearby hotel.

IBS Expansion: 

  • Co-ordinating with Admin Director and timely support extended.

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