Admin Assistant to Managing Director

Experience: 2 to 5 Years

CTC: Up to 8 LPA

Contract: 1 Year

Location: Mumbai

Shift: General Shift

Joining: Immediate

Position: Admin Assistant to Managing Director

Purpose of the Position Value added to Companys Success

Support for office management, travel, office reception and other related matter. To provide operational and administration support to MD, Admin Manager, F&A.;

Main Responsibilities

Office Administration and Management

- Handle front office reception matter; receive visitors by greeting, welcoming, directing and escorting them to appropriate destination.
- Ensure office reception area is well maintained at the highest level of safety, cleanliness and organized, complying with procedures, rules, and regulations.
- Answer, screen, or forward calls in a courteous and skilled manner; receive and deliver the messages in writing, verbally or electronically providing basic information when needed;
- Operation of the office telephony system; maintain and update office telephone directory and listing
- Receive and sort daily mail/deliveries/couriers; arrangement for couriers schedule and services
- Responsible for the inventory, issuance and tracking of office security and passes for employees and visitors
- Handle employees domestic transportation matter (eg. Booking of taxis, car rental, drivers, office carpark allocation, if any)
- Maintenance of fire-fighting equipment's, first aid, office key management, employees work stations keys record maintenance
- Conduct routine office round to ensure office equipment is in prime working condition; arrange for technical trouble shooting and replacement where necessary
- Ensure stationery and pantry supplies are well stocked and replenish stock if inventory runs low
- Monitor and purchase of inventory office supplies with attention to budgetary constraints
- Handle travel arrangement, visa, hotel booking and transport arrangement




- Support and assist in the planning and organizing (larger-scale) business meetings / workshops / conferences / seminar internally or externally visits
- Coordinate visitors/customers’ local and overseas meetings and visits
- Process e-claims / expenses and prepare payment advice to Finance in a timely manner
- Raise PR, perform GR, payment vouchers, reimbursement, renewal of subscription etc.
- Handles the application and renewal of mobile phones / laptop with the relevant department
- ‘Smart Hand’ role to support IT (Singapore) and serves as the employees interface on IT related matter (eg. Notebook/applications/software issues with guidance from IT helpdesk)
- Support and assist the Admin Manager in report preparation, and any other ad-hoc requests from internal and external clients (eg. Governmental surveys)
- Support and assist the Admin Manager in the employee engagement initiatives and managing of office social activities (eg. Co-ordinate catering of staff, business lunches and events for the department)
- Support and assist the Admin Manager in management of the training administration work (eg. course registration with training vendors, training evaluation/reports compilation and maintaining training records etc.)
- Work in close consultation and advisory with Admin Manager on all office management and HR related matter for India office
- Support and assist the Admin Manager to set up internal HR related policies, manual, processes, procedures, communications etc.

Others

- Support and assist the Admin Manager to handle company related communication matter




- Participation in project works and any other tasks as assigned by the Administration Manager, FA or MD

If interested share profiles on: [email protected]

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📌 EA/Admin - SAP (Mumbai)
🏢 PERSOL
📍 Mumbai