Administrative Specialist

Walk to the facility every day to ensure proper maintenance of office (Supplies, Stationery, Janitorial/Maintenance vendors etc.), managing with the Vendors/Contractors the best conduct of services and the resolution of problems

Maintaining tracker of all critical services (UPS, Pest, Fire Alarm, HVAC etc.) and to renew ahead of expiring AMCs.

Responsible for Seating management system, Seats assignation, projects requirements, EMS – giving admin clearance etc. with agreed SLAs (within 2 working days)

Managing Client visits, vendors, candidates, events, Sales meet etc. (end to end responsibility by working closely with HR/Operations/Sales/Delivery teams)

Managing ID badges (permanent, temporary)

Managing Cab/Taxi Vendor for the requests from team(visits only)

Support to other team members, from SL and SP, activities when they are temporarily or not available or on leave.

Attending Weekly GWS Team calls

Maintaining Assigned Seats Report (seats capacity, assigned seats – with employee name and seat numbers, employee names on each seat, vacant seats, Sending report to leadership on assigned/vacant seats (with seat number and name) on a weekly basis.

Managing Fire Drills

Upkeeping office equipment’s - leased and owned.

Working with Landlord/Leasing Office (for construction work, parking, and maintenance where LL is responsible) and HCL Preferred vendors for office maintenance.

Search quotes from vendors & post negotiation sending them to next level for approvals, aligned with Global Procurement

Handling Facility Compliances, Audits & Reports

Answer the phone and forward calls;

Manage the post office (send, receive) & moto boy couriers;

Manage the ACS and CCTV