About Company

One of a leading MNC

Job Description

Soft skills

·         Personality to present oneself and be able to handle Partners.

·         Be able to handle internal customers and external vendors.

·         Multi tasking skills

·         Good communication skills

Job description 

·         Executive Assistant – Assisting the Partner and Directors in fixing appointments, TE&B system, invoices, travel booking and other office related work.  Ensuring that their office functions smoothly.

·         Invoice payments:  Streamlining of billing process and ensuring all vendors for Admin related matters (eg, courier, car hire, caterers, rentals, security, parking, etc) are paid on time and within credit timelines.

·         Vendor Management – Sourcing new vendors, negotiating discounts and credit facilities and getting competitive quotes, based on volume of orders.  Ensuring optimal services from the vendors and also ensuring that their payments are made on time.

·         Cost management – Ensuring that a minimum of three quotations are obtained for new work or equipment.  Preparation of a cost comparison chart for better understanding and specifying reasons for allocation of the work to any particular vendor.

·         Travel management – Ensuring travel bookings like air tickets, car pick up, hotel arrangements for the Partner, Directors and others in Mumbai office.  Also, to other office Firm personnel as well as clients, as and when required

·         Admin support for new joiners – seating, stationery, toy, access card, visiting card, etc – to meet up with the new joiner personally and welcome him/her and offer admin support, where applicable. Also assist HR in exit process/exit clearance form.

·         Event management – Coordinating all Firm events like client dinners, annual day, independence day celebrations, diwali celebrations, staff gifts, corporate gifts, etc.  Installation of various equipments i.e. LCD, OHP, PA system, music systems etc, when required. 

·         Ensuring functionality from Admin perspective for any new/additional office area, including coordination with vendor for supply of workstations/chairs, liaison with architect and contractor for interior work, etc

·         Optimal use of outlook calendar, for follow up and pending tasks.

·         To take responsibility for the health and safety of self, staff and clients identifying recording and acting upon potential safety matters promptly and in accordance with organization’s policy and procedures.

·         Supervising Admin executive and office staff for ensuring compliance of Firm policies, unhindered and smooth running of Mumbai office

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