RTI International
Location
New Delhi | India
Job description
Please note this is an on-site role and will require the individual to be present in the office daily.
The Office Coordinator will play a crucial role in maintaining the productivity and efficiency of RTI in India’s office environment. We are seeking an experienced candidate who can manage various administrative tasks, coordinate office activities and handle multiple responsibilities simultaneously. The ideal candidate will be resourceful, proactive, responsible and motivated to ensure the smooth functioning of the office with minimal guidance and oversight. Essential Duties: Office Administration: Be responsible for and manage day-to-day office operations, including facility management, supplies, equipment, space allocation and management of meeting rooms (including approving and managing their booking), workstations (including approving and managing hot desking) etc. Plan and execute while providing logistical support for client meetings at RTI’s office and external meetings/ workshops/event/conferences i.e., arrangement of space for the meeting/event, supplies, arrangement of travel and lodging accommodation of participants, as applicable and necessary. Regular management and upkeep of office facilities through service providers (vendors). Coordinating with building management on all matters related to leasing of office space – e.g. extending and amending contracts and agreements, monthly invoicing for various services from the building management, Air-conditioning availability on building management holidays (as needed by RTI), upkeep of AC vents and common infrastructure, parking space allocation and management, lift access cards, etc. Managing (security, housekeeping, pantry and other services staff) to ensure there is no gap in support and optimize resource utilization to improve efficiency. Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications in coordination with courier. Oversee functionality, maintenance, and repair of office infrastructure e.g., meeting rooms, cabins, filing cabinets etc. Manage office budgets and expenses, keeping track of expenses with accuracy and taking pro-active steps to ensure all costs are managed within budgets. Manage supplies (stationary, pantry/medical) and office documents like Business cards/ Company Letter Head. Collaborate to find solutions and drive improvements in processes and workflows. Leadership Team Support: Act as the primary point of contact for all administrative matters Facilitate leadership team meetings (calendar invites/meeting rooms). Provide administrative support to senior executives, including calendar management, meeting coordination including but not limited to meeting room booking, food arrangement, travel arrangements and claims. Communication and Coordination: Act as the point of contact and responsible for coordination of information flow relating to – building fire safety regulations, security and travel advisory, office infrastructure maintenance etc. Internal coordination with several RTI HQ (located in North Carolina, USA) teams regarding alignment with company-wide policies with respect to travel, safety etc. Timely and regular communication of relevant information to India office staff. Vendor Management: Manage relationships, collaborate for contractual documentation as well as invoicing and related aspects with vendors, suppliers, and service providers, and ensure timely delivery of goods and services including office space owners for lease, maintenance, etc. Proactively recommend changes when necessary. Managing external vendors e.g., car rental, shuttle service, housekeeping Negotiate contracts and agreements to ensure favorable terms and cost savings e.g. hotels, conference room bookings etc. Coordinate the timely processing and payment of all vendor and supplier payments and other administration related transactions that need to interface with the Finance team Travel and Logistics: Support travel logistics if required for international travelers (Grade I & Above) including visa letter, flights, accommodations, and transportation. Health and Safety: Implement and enforce health and safety protocols to maintain a safe working environment. Minimum Required Education & Experience: Bachelor's degree in any discipline. Proven experience as an office coordinator with minimum of 4-6 years of experience in a similar administrative role. Good written and verbal communication skills. Strong stakeholder management and team management skills. Strong organizational and multitasking abilities. Familiarity with office equipment and facility management. Ability to identify ongoing office challenges and escalate to relevant stakeholders. Attention to detail. Ability to work independently and collaboratively. Skills, Knowledge & Abilities: Data Capturing Diary Scheduling Document and Records Management Documentation Filing Vendor Negotiations Office Administration Capabilities: Accountability People Centricity Detail Attentive Digital Agility Proactive Time ManagementJob tags
Salary
