Office Assistant

Office Assistant

Austin, TX

Full Time

The Executive Administrative position would be responsible for independently performing as Office Assistant, day-to-day tasks in alignment with TCS Management systems.

• 5-10 years’ experience in Administrative Function of a medium sized facility (> 300 associates) preferred.
• Excellent English communication skills (written & verbal)
• Good computer skills:
  Microsoft Office (especially Word, Excel, PowerPoint etc.).
• Knowledge of: (1) Office Management & Maintenance activities, (2) Safety, firefighting and fire control systems, (3) Physical security system and its integration with IT security policies / requirements, (4) Personnel management, (5) Purchase / Procurement processes, (6) Finance / Accounting processes etc.
• Team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Good organizational and planning skills, Analytical and problem-solving skills, Good and quick decision-making capability.
• Proactive, Self-motivated, Flexible, Adaptive, Professional, Able to multitask, Accessible on phone for any emergent requirement at the location and Available for work outside of regular business hours if needed.

• Reception Management – Receive clients & guests at the front desk; review and coordinate all arrangements as required for client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office).
• Receive & dispatch Fedex, UPS, DHL and other packages.
• Mail collection and distribution.
• Maintain conference room reservations, and ensure rooms are cleaned & ready for meetings.
• Maintain cleanliness and maintenance of equipment of the location & liaise with building management for the same.
• Maintain seat occupancy data.
• Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all TCS Policies / Guidelines).
• Billing and any other admin duties that may be required / assigned by supervisor from time to time.
• Facility management:
  Handling all aspects of facility management (comprising but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management etc.).
• Security:
  Handling all aspects of physical security, including ensuring optimum functioning of all security and access control systems; monitoring CCTV coverage; analysis of CCTV and security systems data; electronic access functions involving assigning / revoking; reconciliation of data, report generation etc.; ensuring implementation of and compliance with all information & security policies.
• Procurement and inventory management – timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.
• Purchase functions:
  Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of TCS purchase policies as enshrined in TCS Purchase Manual (including Negotiations, Vendor Management, Purchase Requisition s, Processing Payments etc.).
• Ensuring that the location complies with all statutory requirements, building codes etc.
• Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines (TCS Processes which will be made available later).
• Maintaining record of health safety environment data as per the TCS process to be able to go through internal/external audit.
• Conduct fire safety & health safety briefings & drills at regular intervals to ensure compliance with TCS policies.
• Coordination with property managers to ensure a conducive working environment…