Office Administrator
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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
Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas / travel arrangements / appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data
Track stocks of office supplies and place orders when necessary
Submit timely reports and prepare presentations / proposals as assigned
Assist colleagues whenever necessary
Requirements and skills
Proven experience as an office administrator, office assistant or relevant role
Outstanding communication and interpersonal abilities
Excellent organizational and leadership skills
Familiarity with office management procedures and basic accounting principles
Excellent knowledge of MS Office and office
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.
We are looking for a energetic and smart individual who can act as an assistant to our CEO and engage in daily activities at Spacenos.
Skills Required
- Street smart attitude.
- Ability to learn and improvise.
- Problem solving and analytical ability.
- Passion for technology and products.
- Should be able to sell anything to anyone.
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Multi-tasking and efficient time management.
Roles and Responsibilities
- Support the CEO in day to day activities at Spacenos.
- Collaborate and engage with different teams.
- Improvise the plans and optimise activities.
- Deliver smart ideas and solutions to problems.
- Pitch and sell anything and everything.
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Act as a bridge between teams and the CEO.
About Us:
Spacenos is the fastest-growing start-up which is innovating in the finance, edtech and marketing domain since 2015 and won multiple awards and recognitions from more than 40+ MNCs and Fortune 500 companies. Our Clients are based out of the U.S.A and Australia. We are funded & Supported by Government of Karnataka, Angel Investors and International Grants.
Hiring Process:
- Apply for your CV and past work to be reviewed.
- Receive a telephonic interview or assessment upon filling the final step form.
- Receive offer letter if selected.
Apply soon, the earliest applicant would be preferred over the late applicants.
Job Description
We are looking for a reliable Administration Executive. He will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision. The administration executive will ensure smooth running of our company’s office.
Key Responsibilities:
- Admin & daily office facility work
- Ordering Office supplies (stationery, pantry and other inventory)
- Maintenance & repair of Assets/Laptops
- Bills & payment records.
- Supervision & Staffing of the office.
- Tracking budget expenses.
Desired Candidate Profile:
- Good verbal and written communication skills.
- Technical bent of mind to isolate a problem quickly.
- Have proven experience in the same domain.
- Proficient with Microsoft Office, Excel software and phone systems.
Education-
Education: Any Graduate
- Provide counseling on policies and procedures
- Be actively involved in recruitment by preparing job descriptions, posting ads, and managing the hiring process
- Create and implement effective onboarding plans
- Develop training and development programs
- Assist in performance management processes
- Support the management of disciplinary and grievance issues
- Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements
Work Dynamics
What this job involves:
• Greet visitors/clients providing a friendly, courteous front office service reflecting the corporate image of the client.
• Site personnel are notified of guest’s arrival immediately and follow up calls made where guests are not picked up coordinating with the host/sponsor.
• Issue visitor badges/temporary card/service badge/new joiners ID & access card. Follow up for the return of respective ID/access cards with respective stake holders.
• Ensure safety briefing to the client/visitor/interview candidates and provide necessary emergency/safety brochures.
• Ensure Accenture specific processes/manuals is followed
• Visitor admission is properly authorized
• Assisting with special needs for visitors with disabilities.
• Ensuring basic cleanliness of lobby, lifts and public area.
• Ensure the laptop details are scanned and check for Govt. ID’s.
• Handling client/visitors/sponsors complaints/feedbacks and other related problems and communicate to next level or as per escalation matrix.
• Co-ordinate with night shift front office executive to ensure details of large parties are received and badges are ready for allocation on arrival
• Client safety and security protocols are followed
• Greet visitors/clients providing a friendly, courteous front office service reflecting the corporate image of the client.
• Ensuring the all last-minute visitors are guided to do a self-checking with self-check in in Kiosk.
• Giving daily handover of tasks completed and pending
• Ensuring all devices are operational and placed at the desk. iPad /printer/ Camera/ Scanner Etc.
• Ensuring the all last-minute visitors are guided to do a self-checking with self-check in in Kiosk.
• Issuing Temporary access cards to Accenture employees & following up via emails for returning cards.
• Handling cash and maintaining the VMS register .
• Regular checking/monitoring of emails addressed to reception and prompt reply of all email.
• Checking the VMS and ensuring all Clients and Visitors badges are prepared as requested.
• Following up with teams to ensure approvals are in place for all upcoming visits
• Updating the agenda of Client visit at Innovation Hub .
• Checking the Client welcome screen and getting it updated by IT team .
• Coordinating with HK for proper cleaning and maintenance e of lobby .
• Checking that Client Elevator is well maintained operational all the time
- Responsible for attendance and leave management
- Must be responsible for file maintenance
- Facilitate employee's review
- Hands-on experience in HR and other statutory compliance.
- Carry out the tasks specifically assigned by the CEO of the organisation
- Candidates who handled both payroll and admin will be given preference
- Excellent communication and presentation skills
- Must speak fluent English and Hindi (added advantage and would be given preference)
- Good in Excel, MS Word, and email correspondence
You will work in the India office (INO), which currently comprises ~1000 Firm members and external workers. You would oversee, guide and direct operations and strategy for all functions pertaining to Location management, Travel (Air, Ground transportation, Hotels and Guesthouses), Executive Assistants (90 members), Visual Graphics (50 members), Events management for the office, as well as personnel practices for our support staff.
You would work very closely with the Office Manager and senior leadership of the Firm in this role. You will also engage extensively with the Director of Professional Development, Director of Finance and Director of Strategic Initiatives for the India office. You would connect and collaborate with the local Partner group and different office functional teams (e.g., IT/ finance, etc.) besides your regional/ global counterparts.
What You'll Do:
- You would be responsible for end-to-end planning, strategy, and guidance on all activities pertaining to Real estate, Assistants cohort, Visual Graphics, Travel, Events and operations for the office, and personnel management for the support staff.
- You will engage with stakeholders at multiple levels to strategize, manage and problem-solve on-the-job to ensure that the office is compliant with all legal and regulatory requirements surrounding these areas of work.
- You would design and oversee personnel practices for support staff across departments, including recruiting, evaluation, compensation, benefits, training, and development.
- In addition, you would mentor and provide leadership support to functional managers to ensure that high-quality support is provided to consultants; establish and monitor adherence to core processes and policies and constantly innovate support models to continuously enhance efficiency and effectiveness.
- You would be responsible for overseeing physical facilities (e.g., lease arrangements, construction projects), working with leadership and Firm Real Estate to design optimal solutions that balance cost and functionality. You would work with functional managers to develop financial plans and track/report key performance metrics; with office leadership and finance team, manage office support economics and proactively identify and execute improvement opportunities.
- As appropriate, you would need to facilitate external administrative interactions - e.g., government and regulatory bodies, service agents, tax, corporate registrations. As and when needed, you would be required to support office leadership in risk management, including client arrangements, confidentiality and working papers processes, disaster preparations and business continuity planning.
- You would oversee the events function within the office; providing guidance on every event undertaken by the team.
- You would also manage the travel function for INO, driving strategic partnerships and providing oversight on travel operations.
- You would be expected to liaise with Firm/regional leaders and other cells to integrate the office with relevant administrative networks, processes and policies and share and implement best practices where appropriate.
Qualifications :
The ideal candidate will have:
- 15+ years' experience in managing administration, travel and personnel-related operations, strategy, and compliances for a large-sized organization or multinational company
- At least a Bachelor's degree; an MBA would be an added advantage
- Broad business acumen; finance/ operations knowledge will be a plus
- Thorough familiarity with office administration, real estate, personnel management, travel, and events
- Senior presence and ability to develop strong, collaborative relationships with office/practice leaders
- Excellent problem solving, analytic, and project management skills
- Outstanding communication and negotiation skills
- Strong team leadership and people development ability