Office Administrator - Gurugram, Haryana, India - Human Frames

Human Frames

Verified Company

Gurugram, Haryana, India

1 week ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

About the job

Accountable for the day-to-day smooth functioning of administrative function and overseeing the front office area, providing housekeeping, pantry and facility management services as well as catering to stationary or office supplies related requirements.

Coordinating and organizing the business and office events, also related logistics for stay, food arrangements, conference etc. Planning and executing employee engagement activities and events.

Travel management for employees and organizing or coordinating travel, visa and hotel arrangements for employees and visitors including negotiation of contracts with vendors or suppliers.

Executing and driving CSR initiatives.

Your responsibilities include, but are not limited to:

Office and General Administration
Hospitality and Facility management: Handling Day today administrative operations, ensure the cleanliness and hygiene of the office premises and providing appropriate pantry facilities to employees.
Office maintenance: housekeeping management and rostering, overtime etc.
Liaise with vendors to ensure regular maintenance for all general office equipment's such as server room AC, VMS, water cooler and coffee machines etc.
Organizing and coordinating for individual birthday celebrations, sending mailers(Office staff & SR store Team).
Coordinating with printer for all stationary related printing material
ID cards, envelopes etc.
New Joiners and Exit: providing access cards, visiting cards, ID cards along with preparing work desk and basic stationary for new joiners.
Organizing backups for security and pantry staff in case of absence/ leave.
Maintaining inventories and stock records for administration related assets and material.
Coordinating and planning employee engagement activities and events.
Cocoordinating reimbursements from finance and maintaining record of petty cash.
Hotel & Travel Arrangements for all employees and visitors (travel coordination)
Address queries/escalations related to all travelling personnel with travel, hotel arrangements and airtickets via travel partners.
Preparing Invite letter and covering letters for inbound and outbound travel and coordinating with travel partner for visa issuance.
Hotel arrangements for incoming travelers from other VG/ guests if needed.

Managing travel partner

Egencia and MMT (MMT is on pilot run).
Initiate & negotiating best rates and deals with major airline and hotel chains andestablishing pan India contracts as per travel policy.
Ensure the Egencia/ Travel agent website is updated with contracted hotels andrates.
Coordinating with Egencia/ travel vendor and resolving escalations related to travel

portal.

Office supplies Management
Ensure cleanliness of meeting/conference rooms and pantry.
Manage office supplies & stationery.
Ordering Business Cards for all employees, letter head, envelopes etc.
Ordering pantry consumables and maintaining the inventory for the same.
Handling stationery requirements and stocks.
Managing Office & Employee Events
Identifying hotels/banquets for organizing office events.
Negotiating with vendors to get the best rate and facilities within Budget.
Organize décor, food & beverages, activities, and gifts for events within officepremises.
Being one point contact between hotel and office for all event related information tobe shared

- hotel logistics arrangements, event flow etc.

Identifying, sourcing, and dispatching ideal gifts for customers and employeesduring Diwali/Christmas.
Coordinating for meeting room requirements including set up, food etc. for client/internal meetings.
MIS Reporting and support to local Management Team
Assist management team in coordination for service requirements with cab partner.
Assist management with travel, hotels, visa and passport related date.
CSR
Working with NGO for CSR.
Coordinating with Chosen NGO throughout the year as and when required.
Additional Support
ARIBA support to local users (PO/FO creation, Vendor creation/changes etc)
Cash collection implementation for upcoming SR stores
Coordinating Installation of AMEX & PINE LABS EDC machines at upcoming storesAbout youWe are looking for a unique and amazing talent, who brings along the following:
University degree/Education, preferably in Administration or equivalent
Minimum 5 years of professional experience in Administration role
Pleasant and pleasing personality, ability on multitasking, strong planning, and organizational skills
Ability to be proactive in discerning requirements for both internal and external
Demonstrate ability to build and maintain productive and cohesive relationships with peers and crossfunctional teams.
Clear picture for career development with strong potential ambition will be a plus