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    Office Administrative Assistant - Ahmedabad, India - DynaTech Systems

    DynaTech Systems
    DynaTech Systems Ahmedabad, India

    5 days ago

    Default job background
    Technology / Internet
    Description
    Roles and Responsibilities


    Facility Management-•Monitor and Supervise respective Managers at HO and oversee Administration & Facility Management function of HO which includes - Housekeeping, Hygiene & Sanitation, Pest-Control, Security/safety/fire, electricity, Wastage Disposal, Inventory management etc.


    • Guide HO Admin Team and ensure timely and speedy delivery of required data.
    • Ensure proper data is maintained by respective Managers at Corporate Office and timely validation of the same.
    • Conduct regular and periodic inspection of Facilities in given zone, assesses problems and implements improvement in operations as appropriate.
    • Effective implementation of benchmarking practices in facilities management to bring in efficiency & operational excellence.


    Man Management-Managing of On-roll staff, Contract Staff - office boys, housekeeping staff, pantry Boys & conduct routine/refresher training for them.


    T ravel Management (Air ticket / Car/ Stay arrangements)-•Support to central Admin team on local bookings hotel & transport services.


    • Provide necessary support to employees on policies related to car lease scheme etc by coordinating the same with selected vendors.
    Invoice Management-•Ensure timely processing of invoices as per internal process for all the branches.


    • Ensure invoice tracker and payment sheet is maintained by respective branch managers.
    • Assist HO team in preparation of Annual Budget. Monitoring of Budget expenses on monthly basis, Variance Analysis of Budget vs. Actual Expenses.
    • Consolidation of MIS of various offices & monitoring the spend management.


    Stationary-Ensure stationary is maintained at the optimal level and to perform regular checks on the quality of service and products at branches in his/ her assigned cluster.

    Space Management & Asset tagging-•Ensure updated list of office employees and workstation allotted to respective departments.


    • Ensure timely verification of admin assets for all the branches in given zone.
    Cafeteria Management-•Guide managers for tie-up with local vendors & suppliers for various office requirements.


    • To maintain details of nearest restaurants for bulk orders.
    Vendor Management-•Maintain the details of the all the vendors engaged for services.


    • Arrangement of quotes for finalization of rate contracts & AMC services.
    • Regular coordination with vendors for competitive rates.
    Emergency Management-•Ensure contact details of nearest Hospitals, Police stations, Fire stations and Doctors on call is maintained across branches.


    • Update Emergency Response Team (ERT) of branches in respective zone.
    Petty Cash Expenses-Timely submission of petty cash expenses & settlement of expenses.

    Event Management-Coordinate and provide necessary support to business team for smooth conduct of events for given geography.

    Compliance Management-•Ensure display and maintenance of branch compliances across branches in given geography.


    • Coordinate and provide necessary support to auditors.
    • Registration & timely renewal of various licenses.
    • Registration of Lease, L&L agreements.
    Project Management-•Assist central HO team is identification of new premise, shifting/opening of office.


    • Co-ordinate small and medium projects related to renovation and fit outs (refurbishment).
    • Co-ordinate Manpower deployment & procurement of office essentials for new office setup.
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