Facilities Administrator

Overview & Responsibilities

PURPOSE OF THE JOB

To manage & administer all business processes related to General Office Administration including, but not limited to

Reception Duties

Travel & Visa Arrangements

Office Utilities & Couriers

Obtain quotations and place Purchase Orders from suppliers for office services / products

Office Attendance

Departmental Supplies & Office Housekeeping / Maintenance / Repair, etc.

Manage Transportation, Security & Catering for the Service Shop

To enhance the Organisation’s culture and image amongst internal employees and external visitors

To make use of the best practices available to reduce cost, be efficient and be most productive.

Ultimate goal is to enable the management and staff to operate effectively and efficiently.

BACKGROUND and EXPERIENCE

Requires Bachelor’s Degree in Administration or related field

Minimum 5 years related experience in above areas

Multi-lingual language capability in Kannada, Hindi and English is necessary

Maintain Confidentiality

Excellent Verbal & Written Communication Skills

Good Computer Skills

Organizational ability to prioritize duties, work independently and attention to detail.

Broad knowledge of Elliott structure and internal operational procedures.

Ability to deal in a mature, professional manner, make decisions on a daily basis and must be resourceful.

Utilize time effectively, be trustworthy and confident enough to work independently with minimal supervision

Have Professional presence

NATURE OF THE JOB

• This position requires a broad scope of skills related to both general business practices and specific company related processes, specifically in Facilities Management and Office Administration.
• Extensive travel needs of other employees in the organization will require this position to make day-to-day business decisions up to an established level
• Job demands high degree of versatility and flexibility to accommodate changing priorities at short notice.

CONTACT WITH OTHERS

Internal - Regional staff and management, executives, overseas Elliott employees

External - Extensive communication with different business partners such as suppliers and outside support agencies

SUPERVISION

This position does not initially direct the work of other employees other than vendors and contractors

Individual contributor

SPECIFIC JOB RESPONSIBILITIES/COMPETENCIES

General Office Admin

• To manage activities relating to the office facilities liaising with the relevant suppliers including ordering departmental supplies and managing office equipment repairs.
• Manage Transportation, Security & Catering for the Service Shop
• Management of employee facilities (Laptop, Cellphone, Computer, Air Conditioners, UPS, Copier etc.)
• Manage Office stationery, pantry supplies, printing, domestic and international courier
• Manage on-boarding processes for new employee such as e-mail setup, database setup etc
• Coordinate company activities and functions
• Maintain Attendance Register
• Maintain Office Seating Plans & Furniture
• To have a well-stocked First Aid Kit
• To keep the Office premises neat, tidy, safe and green
• Coordinate timely payment of all bills and Invoices
• To maintain accurate and up-to-date manual & electronic office administrative filing systems
• To promote Elliott’s corporate culture, friendly atmosphere, successful intercommunication and team-building

Purchase Order Management

• Obtain and evaluate quotations from suppliers for services / products
• Place purchase order on selected vendor / supplier

Travel

• Manage travel arrangements (hotels / airlines / travel agent /cabs / insurances / travel advances, etc.)
• Manage annual agreements for best rates with travel vendors
• Create and process necessary paperwork and documentation for business & employment visas for India Office travellers and for outside travellers coming in to India

Other

• Any other job assignments as may be required by the Company, from time to time

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