Executive Administration

Executive Administrative Position

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

• Facility Management – Handling all aspects, including Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management, landscaping etc.
• Cafeteria Management –
  • Ensure smooth & streamlined cafeteria operations / Daily checks / Compliance.
  • Ensure all required permits/permissions are in place.
• Client visit management –
  • Receiving clients or TCS Management.
  • Ensuring readiness of conference rooms/meeting rooms.
  • Extending necessary hospitality support in consultation with Office Head and respective Account Managers.
• Security – Handling Physical Security, ensuring optimum functioning of all Security and Access Control Systems, monitoring CCTV coverage, analyzing CCTV and Security systems data, electronic access functions involving assigning/revoking, reconciliation of data, report generation, and ensuring compliance with Information & Security Policies.
• Procurement and Inventory Management – Timely procurement of office supplies and break room supplies such as tea/coffee at regular intervals.
• Purchase Functions – Ensure timely procurement of items required, adhering to TCS Purchase policies, including negotiations, vendor management, purchase requisitions, processing payments etc.
• Audits & Compliance –
  • Ensure audit readiness of the location by complying with and enforcing TCS Policies, participating in audit preparation as required.
  • Ensure compliance with statutory requirements, building codes, Work Environment Guidelines (WEG), HSE Guidelines, and maintain records of Health Safety Environment data.
  • Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals.
• Documents/Report & Returns –
  • Review all reports & returns (Daily report, Monthly Admin report, Preventive Planned Maintenance, Seat occupancy Report, CCTV Drill, etc.) and ensure accuracy and timely submission to Corporate / other stakeholders.
  • Ensure important location documents (OPD, OLA, RR, TGL, etc.) are prepared and reviewed timely.
• Other tasks –
  • Receive clients & guests at the front desk, review and coordinate all arrangements for client visits (including local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A Corporate Office).
  • Receive & dispatch Fed Ex, UPS, DHL, and other packages.
  • Mail collection and distribution.
  • Maintain conference room reservations, and ensure rooms are clean & ready for meetings.
  • Maintain cleanliness and maintenance of equipment of the location and liaise with Bldg. management for the same.
  • Maintain Seat Occupancy data.
  • Arrange various events (in-house, and external) per location leadership, abiding with all TCS Policies / Guidelines.
  • Billing and other Admin duties that may be required / assigned by Supervisor from time to time.
  • Be available on site on all working days to ensure effective administration of the premises.
  • Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A.
  • Basic knowledge of Health, safety & Environment guidelines.
  • Basic knowledge of Landscape management, HVAC, Fire alarm, Access & CCTV.

• 2-8 years’ experience in Administrative Function of a medium-sized facility (over 100 associates) preferred.
• Excellent English communication skills (written & verbal).
• Good computer skills:
  Microsoft Office (Word, Excel, PowerPoint etc.).
• Knowledge of Office Management, basic purchase procurement processes (pantry & office supplies).
• A 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, quick decision‑making capability.
• Proactive, self‑motivated, flexible, adaptive, professional, able to multitask, accessible on phone for emergent requirement and available for work outside regular business hours if needed.