To act as the first point of contact for visitors and callersTo ensure the efficient daily running of the bangalore office, supplying administration to the office staff, as well as to liaise with the global operations uk team when required and undertake any other administrative tasks as identified by the office manager.
Main duties and responsibilities (not necessarily in priority order)
Management of incoming telephone calls
Greet all visitors by offering refreshments, inform the appropriate staff of their arrival
Maintain inward / outward correspondence
Distribution of correspondence to relevant stake holders
To ensure any enquiries from the general public, members and contractors/suppliers are handled efficiently and effectively.
Ensure that the front office is kept clean and periodicals are maintained
Maintain visitors register
Administration & hr :
Travel booking i.e flights, hotels, local travel & international travels.
Taking care of communication (courier/post etc.)
Take care of staff birthdays/ festivals as per requirement
Coordinating for conference arrangements
Assist office manager in recruitment process
Joining formalities for new staff (insurance, visiting cards, id cards etc.)
Maintain records of staff health and accident insurance.
Coordinate with insurance agent for addition , deletion of staff records
Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Induction and regular briefing of housekeeping staff
Prepare monthly attendance report of housekeeping staff
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Co-coordinating /follow up regarding payments
Contributes to team effort by accomplishing related results as needed.
To manage all the office databases including compiling and updating them on a regular basis so they are up to date.
To provide administrative support to office staff e.gCoordinating with vendors, follow up on delivery, logistic help for the running of events.
Should be able to juggle multiple projects with accuracy
Undertake any other duties and projects at the request of the line manager.
Printing of material as per requirement with relevant approvals (letterheads, visiting cards, certificates etc.) at the best negotiated rates and of good quality.
Preparation of purchase orders as per requirement
Reviewing and updating health and safety policies
This job description is intended as a general guide to the scope of the post and may change in line with the needs of the services or at the request of the line manager.
Educated to degree level or equivalent
Minimum 3 years of experience in front office and admin related work
Good level of it literacy, including the use of microsoft office
Significant experience in an office environment & travel arrangements
Excellent communication and customer service skills, with the ability to communicate effectively in english on the telephone, in writing and in person
A positive team member who has the ability to communicate and work effectively with colleagues based in remote locations, as well as in the same office
Proven administrative skills with evidence of systematic record keeping, including all aspects of financial administration
Experienced in negotiating with external vendors
Can demonstrate the ability to manage pressure
Ability to prioritise workload
Self-motivated with a strong work ethic, who can work independently
Demonstrates initiative and a proactive approach.
Willingness to travel and attend evening meetings/events and work occasional weekends.
People management skills
Experience of working with volunteers in a membership-led organisation
Experience of working for an international organization
Posted 30+ days ago