Director of Administration - Global Management Consulting Firm

We're always looking for talented, smart individuals who love learning and don't hesitate to take initiative. If this sounds like you, we invite you to apply for the position of Administrative Assistant.

Job Location: Ghatkopar (W), Mumbai – Only candidates from Mumbai will be considered.

Job Description

· To interface with internal and external staff and resolve problems

· Manage schedules and deadlines

· Estate Management

· Monitor costs and expenses to assist in budget preparation

· Oversee facilities services, maintenance activities and tradespersons for the entire estate premises.

· Organize, supervise and coordinate other activities (renovations, events, audits etc.)

· Keep abreast with all organizational changes and business developments

Job Requirements

· 2+ years of experience in office administration

· Proficient in MS Office

· An analytical mind with problem-solving skills

· Excellent organizational and multitasking abilities

· A team player with leadership skills

· Graduate/Postgraduate in business administration or related field

Work Days & Timings: Eight hours, Six Day Workweek

About Insane

Insane helps and supports to scale meaningful Coaches and experts to expand their reach to the people. Since starting in 2016 we have grown our clients' journey creating an impact in people's lives in their personal and professional growth.

Responsibilities

• Reporting to senior management and performing secretarial and administrative duties.
•  Draft and prepare professional emails, letters, memos, reports, and other business correspondence on behalf of the executives.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Other administrative duties as assigned.

Requirements

• Two or more years of experience in an administrative role reporting directly to upper management.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Proven ability to manage a flexible schedule
• Always available, mobile, and open to travel
• Outstanding verbal and written communication skills
• Ability to interact with high-profile clients and executives
• Proactive Problem Solver, having a solution mindset
• Based out of Bangalore,

Others-

• Day shift
• Flexible schedule
• Monday to Friday
• Based in Bangalore or willing to relocate to Bangalore for this position.
• Need to have your Laptop

About Us

Rezo.ai is an AI-first and NLP-first sales & support automation platform with a mission to become the leading automation/AI platform in the world. Our team has extensive experience in AI and Automation and is working extremely hard to build a state-of-art automation platform. Currently, deployed with large enterprises to automate conversations across voice, email, chat, social, and WhatsApp and enhance customer experience.

What We Are Looking For :

We are looking for a receptionist to be responsible for greeting clients, and visitors to our office and handling a variety of administrative tasks; including answering phones, receiving visitors, preparing meeting and training rooms, making travel plans, event coordination, vendor management etc.

Role &  Job Responsibilities:

• Serves visitors by greeting, welcoming, and directing them appropriately.
• Notifies company personnel of visitor arrival.
• Maintains security and telecommunications system.
• Informs visitors by answering or referring inquiries.
• Maintains security by following procedures, monitoring the logbook and issuing visitor badges
• Assisting with a variety of administrative tasks including copying, faxing, stay booking, food ordering, stationary and making travel plans. 
• Preparing meeting and training rooms.
• Performing ad-hoc administrative duties.

Responsibilities

• Operational tasks
• Should be able to work in the US East Time zone idenpendtly 
• Ensure the day-to-day functioning of team members operating hybrid is seamless.
• Ensure all team members are provided with all the necessary software, applications, assets, etc.
• Make co-working arrangements when the need arises
• Find the best options in the procurement of assets, tools, software, and services with regard to quality and cost.
• Take necessary steps to ensure all the operational tasks are undertaken with an eye on quality and value for money.
• IT Support
• Maintain IT software, tools, and applications repository.
• User management with regards to all the required software, tools, and applications generic and project-specific.
• Purchase, renewal, and cancellation of the software, tools, and applications.
• Ensure all the software, tools and applications have the least possible downtime.
• Logistics
• Take ownership of the logistical arrangements for company initiatives, programs or events. 
• Vendor management
• Team Member Engagement
• Initiate, support, or coordinate events that play a role in team member engagement.
• Collaborate with other support teams, technology teams, and other stakeholders in their initiatives. 
• Own the health insurance platform, its user management, team member support, renewal, and cost optimization by ensuring we are getting the best from the vendor.  
• Other 
• Own timely communications to all stakeholders about new initiatives, changes, downtimes, maintenance, etc. 
• Achieve and maintain quality and efficiency in all tasks assigned.
• Align with the company's core values, respect, and adhere to all company guidelines.
• Operate with utmost integrity, behave ethically, and maintain respect for all.  
• Event management

Qualifications

• Bachelor's Degree in Human Resources or related field MBA-IT Systems/Operations, BCA with MBA. 
• Good communication skills
• Any prior experience is good to have
• People-oriented and results-driven
• Working knowledge of Google Workspace, Gmail, Docs, Sheets, Slides, and Drive. 
• Working knowledge of system and data security tools.
• Should be a tech-savvy individual with the ability to learn new tools, software, and applications. Their uses, management, and basic troubleshooting.
• The ability to work as part of a team.
• Resourceful, self-motivated, and proactive.
• Strong analytical and problem-solving skills.
• Excellent administrative and organizational skills.

JOB OVERVIEW:

We are looking for an HR and Admin person responsible for managing all the aspects of the company's administration and Human Resources inclusive of the entire processes and practices. Your primary focus will be in organizational development by enforcing the defined company policies, processing the internal arrangements.

The key objective is to impart corporate values and enable business success through the stream of human resources that consists of job design, business ethics,employment cycle,talent management, and facilities management services.

WHAT YOU WILL DO-

• Key ownership in implementation of Business and located HR strategies within the process, team and adhere to company  policies/practices.

• Will be the single point of contact for employees and managers for employee related dimensions.

• Ensuring compliance, regulating audits,managing staff wellness.

• Make high-judgment recommendations in the absence of clear guidance from leadership and must have an uncompromising attitude to maintain the decorum of the professional environment.
• Identify the training resources to train the employees in the core functions by measuring the effectiveness of the training and validate the same through feedback and monthly review process with the help of the respective Team Leads and Manager of the Research Department.
• Monthly attrition analysis to track and address undesirable attrition.

REQUIRED SKILLS & QUALIFICATIONS:

• Proven experience in HR and Admin roles.
• People Management skills
• Coaching, Listening, Analytical skills
• Good number orientation
• Strong functional skills in HR area of expertise, ability to resolve conflicts and build teams
• Excellent telephone, verbal, and written communication skill
• Sound knowledge of labor laws and practices.
• Excellent computer skills especially with MS-Office (Excel, PPT)

PREFERRED SKILLS & QUALIFICATIONS:

• Minimum 5 years of experience into the domain of Human Resource and Administration.
• Bachelor’s degree / Master’s degree in Human Resources or related field.

EMPLOYMENT TYPE: Full-Time

LOCATION: In-Office –Jaipur, India

SHIFT TIMINGS: 8pm to 5am IST (Night Shift) 

• Six days a week, second and fourth Saturdays off. 
• The concerned POC will be following the US Calendar.

• Serves visitors by greeting, welcoming, and directing them appropriately.
• Notifies company personnel of visitor arrivals.
• Informs visitors by answering or referring inquiries.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.