Front Office Executive / Admin Executive- Contract to Full-Time

Overview

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Your role

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Roles

• Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges.
• Managing office vehicle schedules.
• Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping \& upkeep areas.
• Ensure immediate response to all priority calls and facilities-related issues during the shift and follow the escalation process.
• Handling Visitor Management Tool.

Maintain timely MIS \& database Such as (Snag List, Daily Checklist Etc.)* Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required.

• Directed day-to-day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables.
• Supporting the site team for hotel booking and guest travel arrangements.
• Job allocation and deployment of manpower for day-to-day activities.
• Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry \& deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.

Responsibilities

Visitor Management -Tool and Process

• Ensure the visitor adhere the safety norms in office premises.
• Ensure visitor should report at reception before escorted to office premises.
• Maintain daily report of Visitor.
• Ensuring of downloading of safety guideline to all the visitors who are coming into the premises.
• Ensure the visitor to fill heath Declaration form to enter office premises.
• Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the

premises.* Ensure timely report to concern team of any issue related to VMS portal.

• Ensuring the visitor enter required details in VMS.
• Zoho Tool - Complaints and Issue redressal

Managing internal staff facilities request by Ticketing tool.* Receiving and responding to approval requests

• Take approvals as per GAM approver (GDC Authority Levels).
• Keep track of help desk request and cost code for invoice coding.
• Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline.
• Ensure any facilities related issues should be timely resolved.
• Maintain help desk report on monthly basis for MMR.
• Ensure timely report to manager of any issue and complaints related to requests.

Arranging Transportation for Staff and Guests on request \& Managing office shuttle guest's pickup and drop.

• To provide safe and secure transportation to guest.
• Ensure timely vehicle arrangement to guest to avoid delays.
• End to end contact with Transport vendor
• Ensure to provide safe and secure services to guests.
• Ensure timely report to manager of any issue and complaints related to guest stay.
• Long stay Guest Help Desk requests

Maintain all the details of future and currently staying guest.* Ensure to keep track of hotel arrangements

• Co-ordinate with hotel sales team for renewal of hotel proposal.
• Tracking of Expiration of PR and ensure timely renewal of Purchase order.
• Arranging vehicle for guest's'airport transfers
• Arranging guest's Local transfers from office to hotel during their stay.
• Keep track of the flight details to ensure their safe and secure travel.
• Ensuring the up keeps of the office vehicle such as
• Basis amenities
• First Aid
• Emergency contact numbers Etc.
• Invoices and Supporting Sheet

Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details.* Maintain supporting sheets of vendor invoice on monthly basis.

• Ensure the invoice should be process timely for payment process.
• Co-ordinate with Vendor to get quote to send IT asset to employee on desired time.
• Ensuring the expense should be as per the concern project / business.
• Ensure the expense should be as per assign Purchase order.
• Ensure timely submitting of all the vendor invoice to finance.
• Induction Related (Photo ID and Access cards/Visiting Card)

Maintain records of ID card, lanyard and access cards issued to new joiner.* And required amenities should be provided to each employee as per the Atkins norms.

• Maintain Building access card tracker of JML (joiner, mover, and leaver)
• Courier Service, Subscriptions (Magazines/ News Papers)
• Keep Monthly records of incoming and outgoing courier.
• Keep track of Serviceable pin code details of Courier service provider.
• Co-ordinate with Courier service provider for quotation to send IT asset.
• Prepare required documents to send IT asset as per Courier custom requirements.
• Take approvals as per GAM approver (GDC Authority Levels).
• Ensure the cost of courier should be charge on respective department cost code.

Parking* Keep records of two-wheeler and four-wheeler parking.

• Track and assign parking of Two-wheeler/ Four-wheeler access to employee as per company

parking policy.* Ensure to track records of parking access to employee as per DLF parking Guidelines.

• Ensure employee have parking facility as per the company parking policy

First Aid

• First-aid box.
• Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines.
• Co-ordinate with vendor to procure required First aid item in stock.
• Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager.
• Ensure cleaners clean all washroom, general areas and report any discrepancies to the

Manager.* List other scheduled H.K. contractors etc.

• Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get

services done on assigned timeline.* Maintain records of Famine hygiene vending machine and informed to concern team for

procurement. HK - Stock Inventory and utilisation Chemical cleaning

Maintain stock register and daily consumables tracker.* Maintain daily consumables tracker on monthly basis.

• Keep track of consumable