Job description :

Managing Office Housekeeping & security :

- Assigning task to housekeeping staff and ensuring daily cleaning of both office & Washroom (desk, floor, sink, Crockery, dustbin etc.)

- Maintaining daily checklist and personally checking both offices early morning based on the daily cleaning checklist before signing off the checklist on daily basis

- Monthly Deep cleaning of both offices

- Ensuring availability of Office Guard as per office hours

- Managing Parking area and Valet parking facility

Office upkeep and infrastructure :

- Seating arrangement for both offices, marking each desk and aligning people with their seating desk.

- Marking file cabinet as per desk number, keys number to be assigned with file cabinet number. Allocation and keeping duplicate key with admin

- All ACs/ Lifts/ Backups/ Washroom must be operational, Floor wise

- Electrical, plumber and Carpenter related work to be completed within timelines

- Safety equipment's like Fire extinguisher within office, check of other fire safety facility.

Induction Support (New Joiner) :

- Availability of Office room booked for Induction along with all equipment working

- Arrangement of ID Cards and Visiting Cards for new joiner

- Arrangement of Lunch/ snacks as requested by HR/Department

- Hotel Booking & travel support for new joiner during induction and training period

- Issue of Uniform to new joiners

Travel Desk :

- Cab Facility

- Guesthouse/Hotel booking

- Flight & Train ticket booking via vendor

- Car rental/hire (As and when required)

Asset Management :

- Maintaining Office equipment Checklist - Number of machines, make, model number, serial number and allocation, desk number etc.

- Maintenance sheet, backup ink, ink level, filing (Soft copy and excel sheet maintained)

- Chairs, furniture stock take, maintain excel sheet, office wise, repair and maintenance.

Admin Budget & monthly review :

- Prepare Admin budget for the year

- Maintain daily MIS report of Budget Vs actual.

- Monthly review of Budget vs actual MIS sheet.

Office and canteen supplies :

- Stationary management (Issue Register, Purchase register, with soft copy of bills), Minimum stock level, Weekly check, Monthly purchase

- Management of uniform, issue register maintenance, shortage

- Maintains canteen stock on a monthly basis

- Medicine box

Employee Safety and Security :

- Fire Safety Administration

1) Ensure all fire safety equipment is serviced and checked in accordance with current law.

2) Ensure fire safety signage is current and correct as per policy.

3) Ensure staff are aware of fire policy and how to respond in the event of a fire.

4) Conduct fire drills in accordance with practice policy.

- A reporting system: A simple, clear, well-communicated procedure to report accidents (including near misses), injuries and illness, as well as potential hazards in the workplace.

- Training to deal with the facility, and specific aspects of the health and safety plan.

- Inspections of the workplace to identify changing conditions or activities that may compromise safety.

- Emergency planning: Foreseeable emergencies such as fires and flooding have developed action plans that are well-communicated with all staff through meetings and workplace postings.

Personal Secretary Support - CEO :

- Act as the point of contact between the CEO and internal/external clients

- Screen and direct phone calls and distribute correspondence

- Handle requests and queries appropriately

- Manage CEO diary and schedule meetings and appointments

- Make travel & Stay arrangements for CEO

- Take dictation and minutes for important mailers

Vendor Management & other functions :

- Coordination, daily timing fix for courier dispatch

- Vendor Payments

- Managing all out-office work like bill payment, collection and submission of important work through runner organising events and conferences

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