Specialist- Office Administration

About the Job

The Specialist Administration & IT is an important team player and will contribute to the growth of company in Bangalore. The role is expected to work quite independently in managing the functional tasks efficiently and lean through implementing industry best practices, technologies and tools. The role reports into the Head of Finance & Administration.

Responsibilities

1.Office Administration & Support

• Support day-to-day office administration to ensure smooth business operations
• Supervise and coordinate the work of support staff, mainly Housekeeping & Security
• Maintain office infrastructure including meeting rooms and audio-video equipment, noticeboards, employee communication displays, meeting room equipment and common office infrastructure.
• Making sure Office IT & Communication Networks are up and running 24X7
• Coordinate with central IT teams and external vendors for timely issue resolution.
• Coordinate with all office vendors to ensure uninterrupted office operations.
• Support office events and employee engagement activities

2.Procurement

• Negotiation with vendors for procurement of office assets and services
• Preparing Purchase Orders for approval by management
• Making sure all deliveries are received as contracted including timelines, quality, etc. and ensuring timely payments
• Maintaining all documents adequately as per companys compliance requirements and for audit

3.Employee Travel & Transport

• Support documentation for visa for employees & visitors
• Supervise employee transport vendors and support transport requests for employees
• Coordinate office arrangements, workstation setup, and report facility-related issues.

4.Assets Management

• Manage the end-to-end lifecycle of all assets (IT & non-IT) including inventory, allocation, movement, return, repair, warranty, and disposal.
• Maintain accurate asset registers, tagging, and documentation.
• Make sure all office assets are adequately insured

5.Employee Lifecycle Support

• Prepare IT assets and system access for new joiners and ensure workstation readiness.
• Support onboarding and offboarding activities, including asset handover/recovery, account activation/deactivation, and maintenance of relevant checklists and records.
• Create and manage employee email IDs, U-numbers, user accounts, distribution lists, and shared mailboxes.
• Provide Level-1 IT support, including laptop setup, software installation, password resets, printer support, and basic hardware/network troubleshooting.

6.MIS & Process

• Prepares periodic MIS and reports to the management on open items and action plans
• Provides solutions for making process efficient and optimum cost management bringing in best practices and technologies

Skills & Experience

• Graduate/Post Graduate in any stream with 7-10 years of strong work experience in similar roles
• Strong communication skills both in local language and English
• Strong knowledge of MS Office and familiarization to reporting tools
• Capable of independently managing with minimal supervision
• Flexible to work outside of and extended normal working hours to support implementations, upgrades and exigencies