Administrative Assistant

Greets , Verfies and directs visitors or guests to the relevant department/Host

Issues and collects badges and passes to visitors authorized to enter company property

Responsible for visitor management including DPS and visitor records

Acts as focal for receipt and delivery of faxes and mails including express packages and publications

Responsible for reception area to maintain high level of cleanliness & presentability

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 Client like Housekeeping & Security as & when required

Inspects & updates the Food Services Management sheet daily including weekly menu display at LED & coordinating with supplier

Keep a tab on Snacks vending Machine on daily basis, oversee sales & report out to BSS ; coordinates with supplier for breakdown & re filling

Shows sensitivity to the culture and customs of local and foreign visitors

Implements magazine / newspapers subscriptions / Cable TV subscriptions

Monitor all the various registers kept at front desk & rear entrance

Attends incoming phone calls

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

Arranges conference calls as & when requested by end users

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 using gate pass

Provides general administrative support to all employees and visitors

Supports BIES team during any event as & when directed

Supports the HR team during mass recruitment drive/hiring drive

MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as directed by the BSS/BSM

Update & Circulate desk phones extension list on bi monthly basis

Manage Meeting rooms booking request by end users

Handling complete Procure to Pay (P2P) process on BIBS portal

Responsible for inward and outward couriers

Maintain all relevant compliance documents for Client services supplier like EFS & G4S

Clear employee LER/ TER with 100% receipts custody

Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time

Support BSS/AA in getting the workspace ready for new joiners/employees every Monday including cleanliness & name tags ; provides access on new badge

Maintaining & reconciling the Distribution List (DL) for respective towers periodically

Supports BSS/AA in physical verification of assets

Maintain Shelter in Place items

Support BSS & AA with Key monitoring process & report out

Get trained in operating FAS/Client/ & help employees during any emergency evacuation; take part in mock drills