Office Administration Executive

Role & responsibilities

• Acts as focal for receipt and delivery of faxes and emails including express packages and publications.
• Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media.
• Takes proper facilities round every morning & take appropriate corrective & preventive actions as required.
• Briefing outsourced manpower like Housekeeping & Security as & when required.
• Inspects & updates the Food Services Management sheet daily including weekly menu display & coordinating with supplier
• Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report out to BSS; coordinate with supplier for breakdown.
• Shows sensitivity to the culture and customs of local and foreign visitors
• Monitor all the various registers kept at the front desk & rear entrance.
• Coordinate with Businesses and Functions to fulfil the needs.
• Issue necessary work permits to suppliers as & when required & filing the same
• Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly
• Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping
• Daily supervision of security guards, housekeeping and office boys
• To monitor and verify the movement of materials and equipment in and out of the office
• Provides general administrative support to all employees and visitors
• Supports the BGES team during any event as & when directed
• Supports the HR team during mass recruitment drive/hiring drive and Distribution of goodies
• MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as needed
• Update & Circulate the desk phones extension list on a bi-monthly basis
• Manage Meeting room booking requests by end users
• Handling the complete Procure to Pay (P2P) process on the portal
• Responsible for inward and outward couriers
• Maintain all relevant compliance documents for manpower services suppliers
• Clear employee LER/ TER with 100% receipts custody
• Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time
• Maintaining & reconciling the Distribution List (DL) for respective towers periodically
• Supports BSS in the physical verification of assets
• Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills
• Mobile phone inventory and mobile phone distribution activity
• Sim Inventory and Sim distribution activity
• Car Lease services and data management
• Data analysis on services