Tavago Tech Private Limited
Location
Chennai | India
Job description
Role:
Manager – Administration and Purchase List of Responsibilities As Manager – Administration, you are expected to execute your responsibilities in accordance with the general rules of the organization and specific to your role such as: · Take care of the access, safety, and security of the organization · Ensure the organization is clean, well-organized, and managed in a professional manner · Ensure all assets of the organization including but not limited to stores, air conditioners, all files and records, tables, chairs, telephones, internet modems, computers, monitors, server, conference room equipment, R & D test equipment, are maintained properly and accounted for during all times. Create rules and always ensure proper maintenance of these assets by all concerned people · Ensure the essential facilities such as power, water, telephone, internet, lighting, and air conditioners are always in perfect working condition. Ensure the essential services like computers, monitors, printer, and server access is always available. Create mechanism to address and fix any issues with a reduced turnaround time. · Record every piece of information going out of the organization or getting inside the organization. This includes all letters, packages, parcels, samples, items which are sold or purchased, items which are replaced and any tools, equipment or consumables including water, tea and other office supplies which are brought inside the office. The only exception would be the personal belongings of the employees and the food consumed. · Ensure the organization is adequately protected against any threats such as fire, flood, electrical hazard, earthquake, burglary, theft, and others by having a proper insurance. · Ensure emergency first aid, fire safety and emergency lighting equipment are always available and accessible. · Ensure proper access control is provided to all employees and access to stores is restricted. Any movement of goods is monitored, properly documented, and audited. · Work with finance and ensure all monthly, quarterly, half-yearly and annual regulatory filings and returns such as PF, ESI, TDS, GST are taken care of and submission of Bill of Entry and Shipping documents to banks are taken care on time. · Ensure proper AMC is available for maintenance of all essential hardware items such as server, computers, air conditioners, EPBAX, access control, printers etc. and software items such as Zoho Books, Office 365, and other computing software. · Ensure all the computers and servers are running only with genuine software products and no malware or tracking software are running in any systems. · Ensure all the computers are installed with proper anti-virus software and prevented against any external threats and hacks. · Ensure all employees follow the code of conduct guidelines laid out by the organization. · Keep expenses to low and be able to request for quarterly budget for administering the organization. · Always maintain records of all assets and inventory inside the organization As Manager – Procurement, you are expected to execute your responsibilities in accordance with the general rules of the organization and specific to your role such as: · Take care of every purchase made in the organization · Ensure the quotations are received from multiple vendors wherever possible before the purchase decision is taken · All purchases are made with adequate authorization such as purchase request and purchase order (except for regular items such as water, tea/coffee or regular office supplies). · Ensure the vendor master is created for every vendor with information such as vendor name and address, contact name, phone numbers, email and GST numbers, bank account details for processing the payments. · Negotiate with vendors on pricing · Discuss with the vendors and arrive at suitable credit terms before we add them to the system · Monitor the pending payments list and ensure the payments are made according to the credit terms · Ensure collecting bill of entries for any import purchases and filing all the regulatory documentations with the banks related to import purchases · Ensure the vendors make the deliveries as committed and work with them to optimize delivery and payment terms · Verify every shipment arrived with the purchase order and ensure the invoice matches with the purchase order · Ensure a concerned person checks every delivery and signs off on the specifications of the product, quantity, and quality. If not, escalate it to the concerned vendor and return the goods · Ensure every item or asset purchased is recorded, secured, and stored in proper condition · Develop rapport with vendors and make occasional inspections to understand their operations better · Arrange visits by vendors for any technical discussion as required by the technical team General Rules · Be Punctual. The office working hours are Monday to Friday from 9:30 AM to 6:30 PM. 1 st , 3 rd and 5 th Saturdays are working days from 9:30 AM to 6:30 PM. But you must be flexible enough to address any issues or problems beyond the normal working hours. · Be professional, courteous, honest and maintain utmost integrity in executing your responsibilities. · Be pro-active, deadline driven and manage your time well · Be a computer savvy and thorough in MS-office and accounting software such as Zoho Books. · We thrive to maintain silent working area so keep the noise level low and take vendor/customer calls in a secure area · Set goals for your role and discuss regularly with your manager · Develop successful business relationship with vendors · Understand the company’s business strategy and communicate effectively to vendors · Maintain/manage vendor information in databases · Achieve cost goals set for admin and procurement related activities · No external devices such as personal laptops, USB or other storage devices or other media are allowed inside office. · Do not take any company property or materials outside office without prior approval. · Always keep your mobile phones in silent mode. Use or attend personal calls in mobile phones only for emergency reasons. · Do not entertain personal visitors in office. · Do not access or allow access to personal emails, social media or any other websites unrelated to work during office hours. Qualifications and General skills: · Graduate/Post-graduate degree in Arts, Science or Engineering or other related field of study. · At least 5 years of experience in Administration and Procurement · Thorough knowledge in administration and procurement activities · Willing to learn technical aspects of the products and services which would help in procurement · Excellent English and Tamil verbal and written communication skills. · Knowledge of Hindi is highly desirable. · Strong interpersonal and communication skills. Remuneration and Perks · Salary: Depending upon experience and skills. Negotiable · Organization is participating in PF and ESI · We participate in variable pay or bonus based on performance · Sick and Vacation Days: Up to 21 days a year · Holidays Declared: 12 days a year · All employees are required to sign a confidentiality, non-disclosure and non-compete agreement with the organization upon joining. About Tavago Tech Tavago Tech delivers real-time location tracking (RTLS) solutions for the consumer and the enterprise market worldwide using cutting-edge wireless, cellular, and positioning technology coupled with internet of things. We have an experienced design team that has produced multiple compact tracking devices that are patentable and with the expertise to quickly develop them into viable products. We have a best in class proven manufacturing processes that enable us to produce consistently high-quality and affordable tracking devices that are globally competitive. Our first product is Tuff, a smart tracking device which will be the world’s smallest size with longest battery power. This product can be used by consumers to track their children, senior citizens, pets, wallets, purses, luggage, bicycles, 2-wheelers, 4-wheelers and other high-value assets and by enterprises to track trucks, buses, vehicles and high-value cargo on movement.Job tags
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