Front Office, Administration (on Contract)

Roles & Responsibilities:

• Front desk Management Handling front desk, attending visitors & customer, & incoming / outgoing courier management.
• Responsible for house-keeping of premises as per Company standards.
• Company Guest House Management.
• Vehicle maintenance Ensuring upkeeping & cleaning, regular servicing & insurance renewal, GPS tracking. Ensuring quick resolutions of breakdowns & arranging accidental repairs
• Procurement - Collecting indent, ordering required consumables, verifying vendor bills.
• Vendor Management - Bill entry in SAP & submission as per regular billing cycle.
• Support for other Admin activities.

DETAILED Job Description

1. Front desk Management

• Handling front desk; Attending to visitors & customers and informing the concerned staff for meeting.
• Courier Management – coordinating dispatch of document couriers, verification of courier bills. Distribution of incoming couriers to concerned staff.

2. Housekeeping and pest control

• All internal area and furniture’s should be free from dust.
• Toilets, reception and canteen should be always clean and there should be no complaints from users.
• Floor wet Moping schedule to be prepared and followed the same.
• Prepare the week end deep cleaning schedule and follow the same.
• Best quality consumables to be procured and expenses should be tracked.
• No complaints from staffs to be reported on housekeeping.
• Preparing the pest control services schedule and getting it done through vendor.
• Make sure that nothing is damaged due to rats and wood termites.

3. Guest House Management

• Booking of guest rooms.
• Arrange Fruits and Food items as per request.
• Make sure for Availability of daily routine items
• Make sure for 24*7 Amenities. Like Electricity, water, AC etc.

4. Vehicle Maintenance

• Keeping the track of all company cars maintenance history.
• Regular maintenance of TDC vehicles once in every 10000Kms.
• Each vehicle expenses to be tracked and monthly report on vehicle maintenance to be prepared with in 2nd of next month.
• Vehicle should be kept in clean condition always.
• Insurance renewal and emission test to be carried within due date.
• All the required documents to be kept in vehicle always.
• Renewal of vehicle insurance of all company vehicles within due date.
• Accident repair/breakdown repair of vehicles.
• Car GPS system managements of all cars.

5. Procurements

• Collection of indent and procurement of stationery within 10th of every month.
• All the stationery consumption and expenses to be tracked. Report should be ready for review always.
• Food arrangements for Employees, Customer to be shared with food Vendor.
• Best quality of the drinking water to procure and enough stock to be kept in the office.
• Coffee machine consumables stock maintaining
• Printer Consumables like toner and paper stock maintaining

6. Vendor bill Management

• All 25th schedule bills should be sent to HQ within 30th of every month and 30th schedule bill should be sent within 5th of next month.
• Provision list should be prepared on 2nd of every month.
• Bill entry to be made in ERP/SAP without any error.
• Bill details to be record in vendor tracking file and copy of the bill should be filled.
• Electricity bills, water bills and all government fees should be processed immediately and make sure the payments are made within due date.
• After sending the bills to HO, make sure the bills are certified by HoD admin and submitted to finance for payment.
• All vendor bill payment details should be recorded against the bill.
• Imprest handling. Proper receipt of cash transactions.

7. Others

• Assist in annual asset verification
• Assist in various company events
• Waste Management.