Job Requirements

Admin Assistant

Summary:

Admin Executive play a vital role overseeing the day-to-day operations of the administration function, to meet Organization's overall strategy and goals.

Admin Executive is responsible for developing and implementing strategic plans within approved budgets. 

The role demands leading a team and providing high-end support to ensure efficient and effective operations. 

The role also involves dynamic administrative tasks, such as data analysis, problem-solving, decision-making, requiring strong judgment, initiative, and delegation skills.

 

Roles and Responsibilities

Responsible for the planning, execution, and optimization of administrative operations in line with Organization's objectives.Oversee the office hygiene to ensure compliance with health and safety regulations and to maintain a clean and professional environment.Responsible for collaborating with vendors to ensure the efficient management of critical equipment, by ensuring seamless performance, and minimal downtime.Responsible for leveraging admin tools to optimize workflows, streamline tasks, and enhance operational efficiency.Responsible for providing exceptional support to ensure prompt resolution of service tickets in a timely and professional manner. Vendor Management -collaborating with outsourced third-party service providers to ensure seamless operations and high-quality support. This includes managing relationships with vendors, monitoring service delivery, and resolving issues on time.Manage and monitor petty cash transactions.Analyzing the Admin Processes to identify opportunities for improvement, proposing revisions to enhance efficiency and productivity, and recommending updates to workflow, procedures, and equipment use. Organizing and maintaining accurate up-to-date filing mechanisms to ensure that important documents are easily accessible and readily available.Reviewing and verifying invoices, records, and reports for accuracy and completeness, and ensuring that all submissions are accurate and complete before approval.Interacting with various functions for effective collaboration.Staying updated with the current market trends, latest technologies and identifying opportunities for improvement, with the aim of implementing innovative ideas to drive business growth. Adapt strategic thinking to analyze market dynamics and develop solutions to stay ahead of the competition. leveraging technology to streamline processes and enhance efficiency.Active participation in training programs, internal audits to ensure compliance with regulatory requirements.Support customer audits to ensure seamless operations and maintain a high level of customer satisfaction.Monitoring and assessing the key performance indicators (KPIs) to identify areas for operational level improvements.create records of service requests, track progress, and report on key performance indicators to drive continuous improvement.Coordinate meeting logistics, including room reservations, equipment setup, and invitations.Handle incoming and outgoing correspondence, including emails, letters, and packages.Draft and prepare various documents, such as reports, and presentations.Office Management:Maintain office supplies and equipment. Assist with office organization and upkeep. Input data into various databases and spreadsheets. Maintain accurate records and files. Greet visitors and answer phone calls. Provide information and assistance to callers and visitors. Assist with administrative tasks related to ongoing projects. Provide support to the team as needed.

Work Experience

Qualifications and Skills:

Bachelor’s degree, with additional qualifications, preferably in Business Administration. Minimum of 5 years of experience in Admin Department supervisory role or management role in an MNC.Skilled and experienced to effectively lead and motivate a team.Demonstrated ability to lead and motivate a team.Exceptional communication and interpersonal skills to interact and resolve issues effectively.Strong problem-solving and decision-making skills to handle complex situations efficiently.Ability to work independently and manage multiple priorities simultaneously.Excellent organizational and time management skills to meet deadlines and manage workloads effectively.Fluent in English, Hindi, Kannada, with additional language proficiency. Result oriented and service-driven attitude with a passion for exceeding expectations.Adaptability and flexibility to handle unexpected situations and work under pressure.

Additional Requirements:

Familiarity with industry standards and practices for implementation of effective smart solutionsCompletion of relevant domain specific courses in conflict resolution, and development.Handle incoming and outgoing mail, including sorting, distributing, and responding to emails.Excellent written and verbal communication skills to interact with employees, clients, and vendors effectively.Ability to prioritize tasks, manage multiple deadlines, and work independently under pressure.Familiarity with office procedures and policies to ensure compliance and maintain efficiency.Knowledge of data entry and record-keeping practices to maintain accurate and up-to-date records.Ability to learn new software and adapt to changing office processes and technologies.Strong organizational and time management skills to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.Ability to work independently and as part of a team to achieve common goals.Provide administrative support to senior management and other departments.Manage office supplies, maintain inventory, and coordinate procurement.Ability to drive strategic initiatives and implement change management projects.Provide support to other duties as assigned.