Office Administrator

Description

Office Administration and Safety Co-ordination Role – ensuring the effective functioning of Bangalore Office, provide support and assistance to the multi-disciplinary team in these areas

Act as the focal point for Bangalore office, creating a firsthand impression with clients, collaborators by being meticulous in responding to events thereby displaying professionalism. Self-motivated individual who has a passion to learn and develop in the role with the growth of the organization

• Coordinate courier services for the office and handle incoming calls/general mails and dealing with courier/post – in & out
• Vendor management, this include appointing, facilitating (minimum 3 quotes) and coordinating with vendors & suppliers as required from time to time
• Coordinate with IT for IT equipment and stocks and maintain and manage both the hardcopy filing and electronic files as appropriate
• Interface and maintain good relations with the landlord/office service provider, assist in moving of office, new office search, etc as we going through a phase of growth and expansion
• Smooth onboarding for new joinees, managing seating arrangements, etc
• Managing the office facilities well and ensuring the equipment/systems are well maintained at all times
• Coordination and organisation of monthly team meetings in the office, assist in the coordination of office and client social events, and management of archiving records for completed projects
• General administration work for the office and general support to Senior Staff Members
• Managing the housekeeping and security contract staff and monitoring their work having an oversight role on the timely maintenance and urgent repairs that many arise
• General project support – scanning, printing, filing and managing Office Stationery, firstaid kit & Pantry stock keeping
• Develop good working relationships with team leaders and third party partners/collaborators for requirements and to ensure that project and office deadlines can be achieved in a timely manner
• Making visitors feel welcome in the office, and briefing them on H&S, and the amenities
• Maintenance of the noticeboards with H&S, Staff, News articles and assist in the H&S tasks, maintain records to facilitate internal and external audits
• Support and assist with the implementation and maintenance of the HSEQ systems in the office
• Coordination of conference/ meeting room reservations

Requirements

We are looking for an individual who is passionate and enthusiastic in ensuring an office running efficiently and effectively and who is seen by their peers as a team player and works in a collaborative/proactive manner, is self-motivated and adaptable. The role will be based in our Bangalore office with responsibility to play a pivotal role in three main functions that include Office Safety Co-ordination and general administration and an oversight role in managing the front office reception. The successful candidate will report to the Bangalore Office Leader and will be engaging with key stakeholders across other offices

• Demonstrated experience in office safety, risk assessment, emergency response is preferred
• Underpinning knowledge on Safety Management systems and ISO 45001
• 8 to 10 years of experience with significant experience relevant to the role
• Proficient with MS packages particularly Microsoft Outlook, Word, Excel and PowerPoint, One Drive, Acrobat Reader / Writer, Visio etc
• Ability to manage confidential information
• Preferred to have certification in following areas: NEBOSH IGC, IOSH Managing Safety, First Aid Certification
• An appropriate graduate degree and preferably a secretarial diploma
• Preferred to have hands on experience in analysis tools such as Power BI, etc
• Excellent in spoken and written English with good organizational skills and the ability to multitask
• Good interpersonal skills and team player, agile and resilient

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance