Assistant Manager - Administration

Location

Mumbai | India

Job description

Manage and coordinate office administrative procedures, and ensure organizational effectiveness and efficiency in respect to travel arrangements, inventory of office supplies, office staff supervision etc

Key Responsibilities:

Statutory Regulatory Compliance

• Liaison with the relevant regulatory licenses from various authorities BMC, Police etc and ensuring all legal statutory documentation for smooth operations of Galderma India office.
• Liaison with payments for government utilities or taxes as per the due date and ensure no delays.

Vendor & Agent Management

• As per travel request form issuing of tickets for domestic & international business travel.
• Facilitate visas procurement for international travels as required and foreign currency procedures.
• Shortlisting and finalizing of hotels for stay & conferences as per the requirement.
• Undertaking entire execution starting from shortlisting to finalizing the hotel & travel facilities for annual review meetings, cycle meetings and staff rejuvenate program (SRP).
• Manage & coordinate for car travel booking procedures for department heads, doctors & other employees as per the request.
• Negotiate best deal & manage relations with external vendors & agents for better business negotiations.
• Invoice generation and maintenance of documents as per the purchase policy.
• Arrange for annual maintenance contracts wherever required after due approval.

Office Management

• Oversee facilities services, maintenance activities and tradespersons in the company.
• Prepare & adhere to admin departmental budgets.
• Supervises the routine administrative functions such as stationery, housekeeping, security, canteen and ensure smooth functioning.
• Ensure timely payment of Non - Faculty / Non - Financial - utilities like rent, electricity, internet, or telephone bills.
• Reimbursement for conveyance, canteen, employee travel and out duty of head office employees.
• Oversee inventories stock card, manage project office supplies and procurement orders for low availability of materials.
• Provide Inter departmental admin support as per the requirement.
• Provide all in-country logistic support for international visitors including consultants and doctors.
• Ensure servicing and maintenance of electrical & non-electrical office equipment s.
• Oversee & lead courier management for Galderma India office.
• Managing Leave & attendance of HO / field employees.

Skills & Attributes Required:

Behavioral

• A strong sense of urgency about solving problems and getting work done.
• Effectively diffuses/de-escalates difficult or confrontational situations.
• Ability to network extensively with the related stakeholders.
• Ability to explain issues, policies, procedures, and other pertinent information clearly and accurately to vendors, agents, and co-workers.
• Prioritizes tasks in a fast paced, changing environment through frequent interruptions and changing deadlines.
• Demonstrate expert knowledge of office policies and procedures.

Technical

• Effectively apply technical knowledge to solve a range of problems with office equipment and office workplace.
• Accurately and consistently apply local government policies and guidelines for smooth going of the office premises.
• Understand and adhere to the policies, procedures, and guidelines of the government local bodies.
• Apply special techniques to manage situations involving stress or change.

Job Requirement:

• Education : Bachelor s in Business Management and MBA shall be preferred
• Work Experience : Minimum 5 years of post-educational qualification relevant experience in the Administration role.
• Required pre-requisites skills/experience for this position: Computer proficiency -such as Microsoft Office Suite. Knowledge acquired in Travel & Visa requirements of various countries. Facility Management (Electrical / HVAC / Compliance etc)

Job tags

Salary