Executive Administration

Overview

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

• A. Administrative tasks
• Facility Management:
  Handling all aspects of Facility Management including Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management, landscaping, and related activities.
• Cafeteria Management:
  Ensure smooth cafeteria operations, daily checks, and compliance. Ensure all required permits/permissions are in place for smooth operations.
• Client visit management:
  Receive clients or TCS Management, ensure readiness of conference/meeting rooms, and extend hospitality support in consultation with Office Head and Account Managers.
• Security:
  Manage physical security, monitor CCTV coverage, analyze security data, manage electronic access (assign/revoke), data reconciliation, and reporting to ensure compliance with Information & Security Policies.
• Procurement and Inventory Management:
  Timely procurement to ensure office and break room supplies are refilled regularly.
• Purchase Functions:
  Procure items in accordance with TCS Purchase policies, including negotiations, vendor management, requisitions, and payments processing.
• Audits & Compliance:
  Maintain audit readiness by complying with TCS policies, ensure statutory compliance, and adhere to Work Environment Guidelines (WEG) and HSE guidelines. Maintain health, safety, and environmental data for audits; conduct fire and health safety briefings and drills as required.
• Documents/Reports & Returns:
  Review and submit reports (daily, monthly admin, preventive maintenance, seat occupancy, CCTV drills, etc.) and ensure timely handling of location documents (OPD, OLA, RR, TGL, etc.).
• B. Other tasks
• Receive clients and guests at the front desk; coordinate arrangements for client visits (local travel, transportation, accommodation, banquets) in consultation with Admin N.A. Corporate Office.
• Receive and dispatch packages (Fed Ex, UPS, DHL, etc.).
• Mail collection and distribution; maintain conference room reservations and ensure rooms are clean and ready for meetings.
• Order and manage supplies (pantries, copiers, office supplies).
• Maintain cleanliness and maintenance of equipment; liaise with building management as needed.
• Maintain seat occupancy data.
• Create UPS shipping label requests.
• Arrange events (in-house or external) in alignment with TCS Policies/Guidelines.
• Billing and any other admin duties as required by the supervisor.
• Be available on-site on all working days to ensure effective administration of the premises.
• Other admin requirements as directed by Admin Head, N.A.
• Basic knowledge of Health, Safety & Environment guidelines; basic knowledge of landscape management, HVAC, fire alarm, access & CCTV.
• Salary Range: $60,000 - $66,000 per year.

• Associate degree.
• 2–4 years' experience in administrative function of a medium-sized facility (>100 associates) preferred.
• Excellent English communication skills (written & verbal).
• Strong computer skills:
  Microsoft Office (Word, Excel, PowerPoint, etc.).
• Knowledge of Office Management and basic purchase procurement processes (pantry & office supplies).
• Team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Strong organizational and planning skills, analytical and problem-solving abilities, and good decision-making capability.
• Proactive, self-motivated, flexible, adaptive, professional, able to multitask, and available for work outside regular hours if needed.

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