Key Accountabilities
• Purchase office supplies. Establish and maintain supplies inventory by checking stock levels, anticipating needs, placing, and expediting orders, and verifying receipt.
• Make business travel arrangements for employees through a travel agent
• Reconcile expense reports and submit them
• Greeting and providing general support to visitors
• Ensure that office equipment is repaired in a timely manner. Perform preventive maintenance on equipment, call for repairs, maintain equipment inventories, and evaluate current equipment requirements.
• As per the company policy, obtain quotes and negotiate with vendors to purchase IT and other equipment for the office.
• Work with building vendors to fix and improve the building
• Book taxis, couriers, hotels, etc.
• Manage the reception desk.
• Maintain computer and manual filing systems
• Handle sensitive information confidentially
• Respond to inquiries by email, telephone, or in person. Answer questions and provide information
• Create and distribute correspondence, such as memos, letters, and emails
• Streamline and improve administrative systems
• Manage clerical duties and administrative processes. Communicate politely and professionally, resolve administrative issues
• Provide support to the HR Team in organizing interviews.
• Organize employee engagement activities such as birthday parties, festivals, off-sites, etc.
• Support the Execution and Accounts team to upload documents in the System.
Skills and Experience
• A proven administrative assistant background
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills in both English and Kannada
• Strong organizational and planning skills
• Proficient in MS Office
• At least 2 years of experience in the field or in a related area
• College degree preferred