Job Description

Office Administration:

Oversee daily office operations, ensuring cleanliness, maintenance, and organization.

Manage office supplies inventory, including procurement and distribution, to maintain adequate stock levels.

Facilities Management:

Coordinate maintenance and repairs for office infrastructure, equipment, and utilities in collaboration with AIHP.

Liaise with AIHP facility management teams for regular upkeep and to resolve issues promptly.

Ensure compliance with workplace safety and health regulations.

Vendor Management:

Identify and negotiate with vendors for services, including hotel accommodations (4 and 5-star), guest houses, courier services, car rentals, evening catering, and IT support.

Monitor vendor performance and ensure adherence to service level agreements (SLAs).

Process vendor invoices on time and maintain accurate financial records.

Support Services:

Organize internal and external meetings, including arranging meeting rooms, AV equipment, and refreshments.

Coordinate travel arrangements for employees, including flight bookings, accommodations, and local transportation, in conjunction with the HO in Mumbai.

Plan and facilitate company events such as festivals, the annual party, and team-building activities as needed.

Record Keeping and Documentation:

Maintain and update records, including employee access cards, visitor logs, and asset inventory.

Ensure proper filing and confidentiality of company documents.

Prepare and submit regular reports on administrative expenses and activities.

IT and Communication Support:

Collaborate with IT teams in Mumbai for troubleshooting and support of office systems and devices.

Manage communication services such as mobile phones, internet connections, CCTV systems, and mailing services.

Employee Engagement:

Support employee onboarding by preparing workstations, access cards, and other essentials.

Address and resolve employee queries related to administrative and IT services.

Compliance and Policy Adherence:

Ensure compliance with company policies and procedures in all administrative activities.

Assist in implementing and monitoring best practices in administration.