Job Description

Required skills and qualifications

• Graduate: B.Com. preferred
• Proven administrative experience
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems
• Experience managing office expenses
• Maintaining employee timings and leaves
• Maintain internal processes and filing systems
• Maintain confidentiality of payments, quotations, fees, salaries etc.

Core Responsibilities

•

• Communication: Answer and direct phone calls, manage incoming/outgoing mail/email correspondence, and serve as a point of contact for internal and external clients.
• Scheduling and coordination: Schedule and organize meetings, appointments, and travel arrangements for staff including cab/rail/air/hotel etc. Maintaining a record of time in & out, late-comings, leaves for staff. Providing statement to reporting manager for this towards last day of each month. Placing advertisements, interact with candidates for scheduling interviews for any new placements.
• Document management: Prepare, edit, and distribute documents, reports, and presentations. Maintain and organize both physical and digital filing systems. Creating & managing database of vendors & suppliers.
• Office management: Order and manage office supplies, maintain office equipment, and ensure the general tidiness and organization of the office. Opening and closing the office on time.
• Administrative support: Assist with data entry, basic bookkeeping, expense tracking, and generating invoices and keeping track of received and pending. Follow up with clients by mail & calls while maintain confidentiality for payments. Interact with the CA’s team for providing information, billing status etc. Salary disbursement along company processes and keeping timesheets manage attendance rosters while maintaining confidentiality. Other clerical duties as needed eg arrange for courier, photocopy and prints.
• Visitor and client & staff support: Greet visitors, answer inquiries, and provide general support to clients and employees. Managing any food & beverages arrangement for visitors/staff as required.
• Database & research: Conduct in person or on-line research of various agencies/ vendors/ business information etc and visit other places/offices if required. Conduct research activities including meetings, calls etc and compile and keep database available.
• Miscellaneous

Keep abreast of the latest industry trends, new projects, and competitor offerings

Website/social media – coordination with agency & incorporate minor updates of projects, posts directly.

Pre sales & leads: Coordinate sales meets for founders, support the Founders by participating in client meetings and providing pitch & presentations. Assist in preparing proposals, quotations, and presentations for potential clients.

Skills: administrative,management,database,multitasking ability,presentations,time management,expense management