Front Office Cum Administrative Associate

Job Responsibilities

Front Office Management

Manage the front desk efficiently by welcoming incoming visitors & cross site colleagues

Handle board-line calls by answering incoming calls, providing accurate information and/or transferring calls / message accurately to concerned person

Help in reserving and managing board room and meeting rooms as per request.

Administrative Support

Provides Administrative Support to host cross site colleagues visiting the site

Liaise with hotels and secure room reservation

Arrange airport transfers

Arrange complimentary office transfers

Inform all concerned team (security, cafeteria, admn) on visit information

Send visitor announcement

Arrange car reservations ensuring seamless transfer for colleagues – for both internal and cross site colleagues and visitors; seeking and collating feedback on car usage; and stepping up to troubleshoot issues.

Assist during screening of hotels for corporate tie-ups for rooms and banquets. For special events, help research and find appropriate venues and deals to hold the event.

For Town halls (BPS and Global) and other communication meetings, assist in arranging logistics with the facilities team.

Draft invite letters for visa purpose for site colleagues and visitors

Liaise with vendors to ensure timely completion of work and follow up with marketing branding partner to ensure material delivery and installation of site; Coordinate for returnable gate passes and permits when they are on site.

Ensure all vendor invoices are settled on time (coordinate with procurement, finance), Raise Purchase Requisitions whenever required and ensure the Purchase Orders are sent to the vendor on time

Work with the travel desk to ensure speedy response to colleagues on closing the travel needs and all added services such as Insurance, meals etc. is taken care off.

Ensure that latest colleague news and colleague engagement articles and company videos and news are put on cafeteria notice board and reception displays

Keep track of validity of contract agreements with hotels, car and ensure the same is renewed on time.

Support for Colleague Engagement activities

Maintain the events calendar shared and assist in proactive planning well in advance.

Assist in providing administrative and logistics support to execute events from start to finish according to requirements, and objectives.

Coordinate all operations and ensure seamless coordination with various team on logistics for the event

Assist in surveys for the event

Ensure all arrangements are ready prior to the event and ready for execution

Step up to resolve any problems that might occur

Assist in managing after event activities and putting together recognition ceremony, downloading and managing event photographs and necessary communications

Support in analyzing event’s success and prepare reports

Ensures that deadlines are met and adapts to changing priorities.

Presents a positive and professional image for the organization.

Other requirements

Qualification: Candidate should be a Graduate and must have experience in Administration, Hotel and Car Bookings.

Experience in event coordination could be an added advantage.

Female candidate preferred but not must.

Knowledge of computers – MS Word, Excel and PowerPoint

Good communication and written skills

Be a good team player with the ability to seamlessly coordinate work with other function colleagues such as facilities, procurement, and safety

Experience desired: Minimum 2 – 4 years

• Experience

  2 - 4 Years

• No. of Openings

  1

• Education

  Graduate

• Role

  Front Office Cum Administrative Associate

• Industry Type

  Pharma / BioTech / Clinical Research

• Gender

  [ Male / Female ]

• Job Country

  India

• Type of Job

  Contractor

• Work Location Type

  Work from Office

• Face interview location

  Mumbai