About This Role
This Office Administrator role is crucial for managing the daily operations of the office, ensuring a smooth and efficient environment for employees and visitors. The position involves a blend of administrative and HR support tasks, making it suitable for a candidate with strong organizational and communication skills and prior office administrative experience.
Responsibilities
- Manage travel arrangements for employees, including international travel for business units and leadership team
- Oversee operations at the reception area, including attending to visitors and guests in a professional manner
- Manage facility aspects such as housekeeping and security
- Organize and manage events, including monthly training sessions, induction programs, leadership programs, and award ceremonies
- Handle vendor management, including price negotiations and canteen vendor management
- Process invoices and purchase orders (PO) in SAP within defined timelines
- Manage administrative inventory like stationery items and gate pass preparation
- Coordinate IT asset management, including laptops and ID card issuance
- Manage incoming and outgoing couriers
- Schedule interviews and coordinate candidates for interviews
- Support candidate joining formalities
- Assist with employee engagement activities and funfare events
- Coordinate courier services and manage dispatch logistics
- Generate and coordinate gate passes for material movement
- Oversee canteen operations, including vendor coordination, menu planning, quality checks, invoice processing, MIS reporting, and record keeping
- Manage the Learning Link portal for training assignments, roster tracking, and report generation
- Coordinate with HR for interview scheduling, background verification, and onboarding support
- Handle venue sourcing, rate negotiation, vendor coordination, and approvals for events
- Provide logistical support for GBISC HR team’s employee engagement initiatives
- Assist the GBISC and HR Services teams with vendor management, vendor creation, and invoice processing
- Handle guest house bookings, maintain MIS, and process related invoices
- Support property-related activities and handle ad-hoc administrative requests
- Arrange meetings, hotel bookings, and appointments as required
- Monitor and manage office supplies and stationery inventory
- Prepare reports including COC, POSH, and training hours
- Coordinate with managers across business units as needed
- Initiate and track purchase requests and approvals in SAP
- Act as a point of contact for internal and external stakeholders
