Job Description

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Job Responsibilities:

The Administrative Assistant’s primary purpose is to effectively assist the office and employees through greeting and assisting all on-site visitors, handling all in-coming phone calls, efficiently managing supply inventory, facilities, and vendors, planning internal events and meetings, assisting with People Success duties, and other office related projects/duties as assigned.

MAIN DUTIES

• Greeting all office visitors courteously, determining their needs and directing them to the proper person.
• Manage day-to-day Gurgaon and Noida office operations and facility upkeep
• Coordinate with housekeeping, security, maintenance teams, and office vendors
• Handle employee facility-related issues and escalations
• Parking/transportation management, if applicable.
• Manage meeting room availability, upkeep, and coordination
• Manage office-related expense/budget utilization and administrative expense tracking
• Oversee shipment management including tracking, coordination, record keeping, and follow-ups
• Manage biometric access, visitor coordination, and CCTV/access support
• Liaise with IT teams for internet, connectivity, and infrastructure issues
• Maintain office asset and inventory records (IT related assets, office stationery, joining kits, employee gifts, necessary medicines/first-aid, document printing, etc.)
• Support onboarding/offboarding logistics part and workspace readiness
• Ensure health & safety and workplace compliance measures
• Making any necessary travel arrangements and assisting with passport and travel visa needs, as requested.
• Maintain a professional and well-presented office environment, including furniture, décor, plants, and dedicated/welo area upkeep. Escalate any maintenance issues to the building management and get it resolved
• Manage office notice boards to ensure display of mandatory government notices, compliance announcements, and workplace communication materials
• Oversee management of the PINK box and related women safety/compliance notices as per statutory requirements
• Provide logistical support for employee engagement activities and office events
• Assist with Workday tasks.
• Other projects/duties as assigned.

REQUIREMENTS

Key Qualifications

• Bachelor's degree or equivalent or related experience and/or training; or equivalent combination of education and experience.

Preferred Qualifications:

• Technical proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, and Teams. Familiarity with Workday a plus. Ability to learn new programs quickly.
• Proven ability to work within a team-oriented environment with effective communication with all members of team internally and externally to assure workflow is effective and efficient.
• Capacity to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Capability to work in a fast-paced environment and to adapt to frequent change.
• Proven ability to work creatively and analytically in a problem-solving environment.
• Must maintain high level of confidentiality and professionalism.
• Have a positive, approachable, and customer service focused attitude.
• Be a motivated self-starter with strong multi-tasking abilities.

Working Model:

Considering this role's key main duties, this role requires the employee to be working from office facility, mainly Gurgaon.

Additional Job Details: