Purpose of the role:

- Ensure adherence to schedules, meetings and participation of IFQM academy

- Ensure adherence and hassle-free travel of IFQM team as per the plan

- Maintain upkeep of the office and ensure continual improvement

- Ensure preparation of budgets, adherence, timely approval and payment of bills

- Leverage IT usage across work groups

Role Description:

- Prepare the requirements of meetings, frequency, preferred (weeks, days, time for routine meetings/reviews), agenda, participants

- Schedule the meeting, fix appointments, send invites, ensure acknowledgement & confirmation and share the agenda

- Get the minutes of the meeting prepared and ensure sharing with participants and other key stakeholders on the same day

- Arrange MIS reports, Data and other information required for various reviews

- Review adherence periodically and take corrective actions to improve adherence

- Coordinate events, celebrations and recognitions periodically

- Coordinate with other IFQM verticals for necessary support and services (digital/ infrastructure / conference room / VC facility/ etc).

- Ensure hospitality and protocols of the visiting Delegates / Guests

- Plan travel with booking of tickets, accommodation, logistics for hassle free travel





- Ensure timely processing of travel claims and settlements

- Establish Housekeeping standards (5S) for the office areas

- Train the staff for adherence to housekeeping standards

- Organize periodical audit of identified zones with responsible persons

- Prepare improvement actions with respective persons

- Maintain visual control system to monitor the improvement of each zone

- Ensure reward and recognition of the achieving work groups

- Maintain the budgets vs actual of different work groups and VCS

- Organize periodical review of the status of the variance and countermeasures. Facilitate opportunities for waste elimination and profit improvement plan

- Leverage digital tools with timely information with dashboards for respective groups

- Take reports from IT system for MIS and share with leadership

- Any other administrative assignments as may be needed as IFQM is fairly new startup company.

Requirements

1. Bachelor’s degree with 5 to 8 years’ experience in a reputed organization as an office administrator / Secretary
- Good in oral and written communication
- Solid interpersonal skills
- Very good knowledge on MS office suite and IT skills

📌 Executive – Office Administration (Bengaluru)
🏢 IFQM
📍 Bengaluru