JOB DESCRIPTION

Administrative work

Handling and managing all incoming calls, correspondence, email and

Couriers (outgoing)

Maintaining and cross checking office documents such as invoice, challan received.

Acquiring quotes and Issuing PO's for vendors

Supervising the work of support staff such as HK and Security

Coordinating with Vendors and keeping track of contract renewals

Maintaining AMC's (Air Conditioners, water purifier, coffee machine, pest control etc.)

Track stock of office stationary and other supplies and place order when necessary

Maintaining soft file such as outgoing couriers, catering service, medical insurance cards etc.

Support division's in ticket issuance as per requirements and instructions from Division

Housekeeping:

• Coordinating with Housekeeping regarding their daily task and supervising their work
• Coordinating with their supervisors when any one is absent or not reported to duty on time.
• Coordinating for invoices and compliance documents.
• Verifying invoices with the attendance and summiting to accounts for payment after receiving approval from HR.
• Following up for payment of invoices.

Security:

• Coordinating with security regarding the daily task and supervising their work.
• Verifying all the registers maintained by the security and checking that the visitors register is maintained properly.
• Coordinating with their supervisor for invoices and compliance documents.
• Verifying the invoices and submitting for approval to HR and further to Accounts for payment.
• Following up for the payment.

Couriers:

• Coordinating for overseas courier with the vendor
• Coordinating for courier of parcels to be sent by surface and air
• Coordinating for critical and time bound couriers.
• Follow up and tracking of couriers
• Updating the courier details in soft file in excel and connecting with the invoice soft copy for department allocations.
• Following up for payment

Catering:

• Checking the weekly menu and making changes as and when required
• Coordinating when there is shortage in quantity of food
• Giving feedback on the quality of food when required
• Updating the food allocation on daily basis and submitting to accounts with the invoice at the month end.

Coffee day machine:

• A monthly maintenance of the coffee day machine is done.
• Follow up is done with the service centre in case of delay in the servicing
• All the consumables such as tea, coffee etc. is coordinated with the vendor and purchased
• Order and follow up for supply of tetra pack milk on monthly and bi-monthly basis.
• Invoices and challans of good received are maintained and verified.

Drinking water:

• Drinking water Bisleri is purchased on monthly basis by sending enquiry and on receiving proforma invoice, advance cheque is issued.
• Coordination regarding the supply of Bisleri drinking water.
• Tracking report on consumption is maintained for records only.

Stationary

• All office stationary and other supplies are ordered on monthly basis.
• Certain supplies are ordered as and when there is a request.
• The materials supplied are maintained in the excel format on daily basis.
• On receiving the invoice the challan are cross checked with the office copy and verified and submitted for payments.
• Purchase order is issued for supplies which is not in the quotation.

Facility Management

Electrical work:

• Coordinating with the vendor when there are electrical issues, which are informed and mentioned in the electrical register.
• Getting quotations from the vendor for electrical work
• Ensuring that the work is completed.
• Follow up for quotations and on time visits, as per the agreed AMC.

AC Maintenance:

• Monthly AC Maintenance is carried out which is informed via email to all the employees.
• A report of the maintenance work is recorded which is provided by the vendor
• As and when Ac maintenance is escalated, it is informed to the vendor and sorted out.

Carpentry:

• Whenever issues related to carpentry work is escalated, the vendor is contacted for site visit.
• Follow up for quotation
• Negotiation on the rates
• Put forward the quotation for approval
• On receiving approval Purchase order is release and work completed.
• Verify invoice and compliance documents and after approval submit to accounts for payment.

Other facility maintenance work:

• Coordination for Sudden electrical issues and follow up with MSEB and Perks.
• Coordination for plumbing related work with the vendor.
• Coordination for civil work whenever required, such as fixing of tiles, skirting's etc.
• Every alternate day a visit of the office surrounding is done.