Office Executive

Job Description

Overview of the role:

To assist the Line Manager with organizing all communication and correspondence documentation to facilitate project work and other administrative functions.

What you will do:

 •   To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to Admin Manager/ Sr. Executive.    

•   Monitor the Punch cards of Admin Staff/Workers and ensure attendance records are proper. Report on irregularities to the Sr. Executive/ Admin. Manager.    

•   Coordinate and facilitate the arrangements for VIP visits, Food for large pour, welfare activities etc. on behalf of Admin Department.     

•   Follow up and see that pantry purchases are done monthly on time as per the requirement at all branches.    

•   Coordinate with Transport officer to see that drivers are assigned for Airport Trips, Hospital visits of employees etc.     

•   Coordinating with all departments and assisting in dept. requirements on any office arrangements as required for smooth operations     

•   Coordinate to ensure documents and posts are forwarded to various locations as per the requirements from various departments    

•   To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to Admin Manager/ Sr. Executive.     

•   Responsible to maintain records of land, accommodation & Guest houses rented, Utility Payments (Telephone, Electricity & Water etc.) etc.    

•   Prepares monthly telecommunication expenses report.     

•   To submit weekly & monthly reports as per the monitoring sheets to Admin. Executive & Asst. Manager – Administration     

•   Maintaining Petty cash records and documentation. Ensure that invoices are processed on time for closing petty cash balance monthly before zero balance dates.     

•   Prepare Business Card requisition and coordinate the printing, delivery and issuance.     

•   Follow up with supplier for statement of accounts as required by Accounts department.    

•   Maintain Assets List and update records in the system. Prepare transfer notes, take necessary approvals and gate passes for materials transferred.   

•   Collect Mobile, SIM Card & other company assets (camera) etc. while employee going on vacation / cancel.   

•   Follow-up & ensure maintenance of the office equipment (Photocopiers/Attendance Machines/ Fire Fighting Equipment etc.) in coordination with concerned dept.    

•   Follow up with supplier for statement of accounts as required by Accounts department.   

•   Adhere to the company QHSE policy at all times.   

•   Report All QHSE incidents immediately and take necessary precautions.  

Skills

Required Skills to be successful

Job-Specific Skills:

•   Excellent Excel skills
•  Interpersonal and communication skills
•  Communication skills, documentation
•  Perseverance and hardworking nature
• Problem-Solving and conflict-resolution skills

What equips you for the role:

Education:

Graduate with Computer knowledge 

Minimum Experience and Knowledge: 

Graduate with minimum 5 – 7 years of experience in Secretarial role