Administrative Assistant

Job Title: Reception & Administration Assistant Experience: 3 Years CTC: Upto 6 LPA Location: Bangalore Job Summary To act as the first point of contact for visitors and callers. To ensure the efficient daily running of the Bangalore office, supplying administration to the office staff, as well as to liaise with the Global Operations UK team when required, and undertaking any other administrative tasks as identified by the Office Manager. Main Duties and Responsibilities: 1. Reception • Management of incoming telephone calls • Greet all visitors by offering refreshments, and inform the appropriate staff of their arrival • Maintain inward / Outward correspondence • Distribution of correspondence to relevant stakeholders • To ensure any inquiries from the general public, members, and contractors/suppliers are handled efficiently and effectively. • Ensure that the office is kept clean and sanitized, especially the Front Office, and the periodicals are maintained • Maintain Visitors Register Administration & HR : • Travel booking i.e Flights, hotels, local travel & international Travel. • Taking care of Communication (Courier/post etc.) • Take care of Staff Birthdays/ festivals as per requirement • Coordinating for conference arrangements – pre and post-conference • Leave Management • Assist the Office Manager in the recruitment process • Joining formalities for new staff (insurance, Visiting cards, ID cards, etc.) • Maintain records of staff health and accident insurance. • Coordinate with an Insurance agent for the addition and deletion of staff records • Reviewing and updating health and safety policies • Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions. • Ensure the Bangalore office (and any subsequent offices in India) follow all IET operating policies and reporting procedures • Negotiate with vendors for all consumables and office supplies, process requisitions, obtain quotations, conduct purchasing, and manage recording and filing of all transactions as per company policy • Ensure all lease contracts/AMCs and any other contractual agreements are up to date and managed effectively, including office equipment purchase and maintenance contracts • Maintaining the condition of the office and arranging for necessary repairs • Ensure the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques. • Complete maintenance of warehouse (inventory, cleanliness, repairs, etc.) • Resolving issues with the service provider swiftly and efficiently (e.g Airtel, Vodafone) • Induction and regular briefing of housekeeping staff • Prepare monthly attendance report of Housekeeping staff • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. • Co-coordinating /follow up regarding payments • Contributes to team effort by accomplishing related results as needed. • To manage all the office databases including compiling and updating them regularly so they are up to date. • To provide administrative support to office staff e.g. coordinating with vendors, following up on delivery, and logistic help for the running of events. • Should be able to juggle multiple projects with accuracy • Undertake any other duties and projects at the request of the line manager. • Printing of material as per requirement with relevant approvals (Letterheads, Visiting cards, certificates, etc.) at the best-negotiated rates and of good quality. • Preparation of Purchase Orders as per requirement PERSON SPECIFICATION Essential: • Educated to degree level or equivalent • Minimum 3 years of experience in Front Office and Admin related work • Good level of IT literacy, including the use of Microsoft Office • Significant experience in an office environment & and travel arrangements • Excellent communication and customer service skills, with the ability to communicate effectively in English on the telephone, in writing, and person • A positive team member who can communicate and work effectively with colleagues based in remote locations, as well as in the same office • Proven administrative skills with evidence of systematic record-keeping, including all aspects of financial administration • Experienced in negotiating with external vendors • Can demonstrate the ability to manage pressure • Ability to prioritize workload • Self-motivated with a strong work ethic, who can work independently as well as part of a team • Demonstrates initiative and a proactive approach. • Willingness to travel and attend evening meetings/events and work occasional weekends. • People management skills Desirable: • Experience working with volunteers in a membership-led organization • Experience working for an international organization • Capable of multitasking