Front Office Executive/ Admin Executive- 1 Year Contract to Hire- Location: Gurgaon

Your role

• 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.

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:

• 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.

Housekeeping (H.K.):

• 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 item for timely order placement.
• Training to H.K staff and keeping SDS of chemical used in facilities.

Pantry - Stock Inventory and Utilisation:

• Maintain stock register.
• Maintain daily consumables tracker on monthly basis.
• Keep track of consumable item for timely order placement.
• Complete all action items as recorded in the Daily report.

Stationary Indent/Stock Inventory Management, Utilisation, Crockery & Cutlery Inventory and Tracking (Reports):

• Keeping and maintaining reports and record.
  Maintain stock register.
• Maintain daily consumables tracker on monthly basis.
• Keep track of consumable item for timely order placement.
• Deployment for loading paper in printer and plotter and other similar tasks.
• Maintain Crockery & Cutlery records.
• Co-ordinate with vendor for quotation.
• Keep track of damage crockery and cutlery Items for timely order placement.
• Maintain tracker record on monthly basis.