Executive Administration

Description:

The Executive Administration cum Reception position is responsible for independently performing day to day Reception /Front office Management along with other functions related to Admin Dept.

A. Reception tasks

- 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 Fed Ex, UPS, DHL, and other packages

- Mail collection and distribution.

- Maintain conference room reservations, and ensure rooms are clean & ready for meetings.

- Order & manage supplies (pantries, copiers, office supplies, etc.)

- Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg. management for the same.

- Maintain Seat Occupancy data.

- Create UPS Shipping label request

- 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.

B. Administrative tasks

Facility Management:
Handling all aspects of Facility Management (comprising of but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management etc.)

Security:
Handling certain aspects of Physical Security, including but not restricted to ensuring optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, electronic access functions involving assigning / revoking, reconciliation of data, report generation etc., with a view to ensure 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.

Audits:
Always ensure audit readiness of the location by complying with and enforcing TCS Policies and participate in audit preparation as and when required

Documents/Report & Returns:

- Review all reports & returns (i.e. 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 (i.e. OPD, OLA, RR, TGL, etc.) are prepared and reviewed in a timely manner

Others:

- 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

Qualifications:

• Associate degree.

• 02-05 years' experience in Administrative Function of a medium sized facility (> 100 associates) preferred.

• Should possess excellent English communication skills (written & verbal)

• Should have good computer skills:
Microsoft Office (especially word, excel, power point etc.).

• Should have knowledge of:

- (1) Office Management (2) Basic purchase procurement processes (pantry & Office supplies)

• Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.

• Should possess:

- (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.

• Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work

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