Job openings for Front Office Cum Administrative Associate in Turbhe Midc Navi Mumbai

Job Responsibilities
Front Office Management
Manage the front desk efficiently by welcoming incoming visitors & cross site colleagues
Handle board-line calls by answering incoming calls, providing accurate information and/or transferring
calls / message accurately to concerned person
Help in reserving and managing board room and meeting rooms as per request.
Administrative Support
Provides Administrative Support to host cross site colleagues visiting the site
∙Liaise with hotels and secure room reservation
∙Arrange airport transfers
∙Arrange complimentary office transfers
∙Inform all concerned team (security, cafeteria, admn) on visit information
∙Send visitor announcement
Arrange car reservations ensuring seamless transfer for colleagues - for both internal and cross site
colleagues and visitors; seeking and collating feedback on car usage; and stepping up to troubleshoot
issues.
Assist during screening of hotels for corporate tie-ups for rooms and banquets. For special events, help
research and find appropriate venues and deals to hold the event.
For Town halls (BPS and Global) and other communication meetings, assist in arranging logistics with the
facilities team.
Draft invite letters for visa purpose for site colleagues and visitors
Liaise with vendors to ensure timely completion of work and follow up with marketing branding partner
to ensure material delivery and installation of site; Coordinate for returnable gate passes and permits
when they are on site.
Ensure all vendor invoices are settled on time (coordinate with procurement, finance), Raise Purchase
Requisitions whenever required and ensure the Purchase Orders are sent to the vendor on time
Work with the travel desk to ensure speedy response to colleagues on closing the travel needs and all
added services such as Insurance, meals etc. is taken care off.
Ensure that latest colleague news and colleague engagement articles and company videos and news are
put on cafeteria notice board and reception displays
Keep track of validity of contract agreements with hotels, car and ensure the same is renewed on time.
Support for Colleague Engagement activities
Maintain the events calendar shared and assist in proactive planning well in advance.
Assist in providing administrative and logistics support to execute events from start to finish according to
requirements, and objectives.
Coordinate all operations and ensure seamless coordination with various team on logistics for the event
Assist in surveys for the event
Ensure all arrangements are ready prior to the event and ready for execution
Step up to resolve any problems that might occur
Assist in managing after event activities and putting together recognition ceremony, downloading and
managing event photographs and necessary communications
Support in analyzing event’s success and prepare reports
Ensures that deadlines are met and adapts to changing priorities.
Presents a positive and professional image for the organization.
Other requirements
Qualification: Candidate should be a Graduate and must have experience in Administration, Hotel and
Car Bookings.
Experience in event coordination could be an added advantage.
Female candidate preferred but not must.
Knowledge of computers - MS Word, Excel and PowerPoint
Good communication and written skills
Be a good team player with the ability to seamlessly coordinate work with other function colleagues
such as facilities, procurement, and safety