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Company

Original Job Post

Diverse Lynx · 3 days ago

Executive Admin

Phoenix, AZ

Contract

Onsite

Senior Level

5+ years exp

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Responsibilities

Reception tasks

Reception Management

Receive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office.

Receive & dispatch FedEx, UPS, DHL and other packages

Mail collection and distribution.

Maintain conference room reservations, and ensure rooms are cleaned & ready for meetings.

Order & manage supplies (pantries, copiers, office supplies, etc.)

Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg management for the same.

Maintain Seat Occupancy data.

Create UPS Shipping label request

Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all client Policies / Guidelines)

Billing and any other Admin duties that may be required / assigned by Supervisor from time to time.

Handling all aspects of Facility Management (comprising of but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management etc.)

Handling all aspects of Physical Security, including but not restricted to ensuring optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, Electronic access functions involving assigning / revoking, reconciliation of data, report generation etc.), with a view to ensure implementation of and compliance with all Information & Security Policies.

Timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.

Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of client Purchase policies as enshrined in client Purchase Manual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments etc

Ensure audit readiness of the location at all time by complying with and enforcing client Policies.

Ensuring that the location complies with all statutory requirements, building codes etc.

Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines (client Processes which will be made available later).

Maintaining record of Health Safety Environment Data as per the client process to be able to go through internal/external audit.

Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals to ensure compliance with client Policies.

Coordination with Property Managers to ensure a conducive working environment on site and to ensure compliance with Statutory and building guidelines and for conduct of above drills.

Ensuring 100 percent availability of all Safety, Security Equipment and other office systems / equipment.

Ensuring policies relevant to material movement and Shipping are complied with.

Coordination with various stake holders (both internal and external), regular liaison / interaction with client Senior Executives to understand project requirements and other aspects requiring Admin attention.

Liaison with landlord and other stake holders at regular intervals to build a working relationship so as to be able to meet various client requirements.

Making MIS for Expenses, Seat Occupancy, Seat Management, Budgeting, Provisioning, etc.

Preparation of Annual and Quarterly Budget of the location in consultation with Location Admin Head and having the budget and expenses reviewed/approved by Head of Administration, NA.

Monitoring budget utilization and invoice payment process. Create and update spreadsheets as required.

Ensuring valid agreements are available for all vendors.

Be available on site on all working days to ensure effective Administration of the premises.

Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Administrative functionMicrosoft officeOffice managementSafety proceduresFirefighting systemsPhysical securityIT securityPersonnel managementPurchase processesFinance processesEmergency responseTeam playerInterpersonal skillsOrganizational skillsPlanning skillsAnalytical skillsProblem-solvingDecision-makingProactiveSelf-motivatedFlexibleAdaptiveProfessionalMultitasking

Required

Associate degree

5-10 years experience in Administrative Function of a medium sized facility (> 300 associates) preferred

Excellent English communication skills (written & verbal)

Good computer skills: Microsoft Office (especially word, excel, power point etc.)

Knowledge of: - (1) Office Management & Maintenance activities, (2) Safety, firefighting and fire control systems, (3) Physical security system and its integration with IT security policies / requirements, (4) Personnel management, (5) Purchase / Procurement processes, (6) Finance / Accounting processes etc.

Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment

Good organizational and planning skills

Analytical and problem-solving skills

Good and quick decision-making capability

Proactive

Self-motivated

Flexible

Adaptive

Professional

Able to multitask

Accessible on phone for any emergent requirement at the location

Available for work outside of regular business hours if needed