Lead Administrative Assistant

There is an immediate opening for Lead Administrative Assistant as part of UOP IPL LST Service Team and is based in Gurugram, India.This position is an integral part of LST Service global service organization, PPE management and provides a key role in the managing field advisors billability in SAP. The role of service support specialist is to work closely with FOS Manager & other Services managers along with Facilities, vendors, HSE to ensure consistent billability and well being of the Services Team. The role will act as SalesForce & SAP super user for the service team while aiding in coordinating with COM/Service managers for service invoices. Key Position Accountabilities: Handle Report Management for the Services organization:
Preparing weekly report (every Tuesday) on TS specialists' global utilization
calculation for TS global director/Heather Fleitz.
Monthly hours distribution report and productivity report for all the groups
Worldwide comparison report for TS group Manage end to end Personal Protective Equipment (PPE) process from inventory tracking, stock management, vendor review for quality through advisor feedback, disbursal per needs etc.: Drive continuous improvement in PPEs process to make it readily available with effective/efficient stock management
Proactively manage PPEs (working with procurement team) for FOS team and extend support to other functions as required
Management and distribution of safety kits to the new hires.
Coordinate with advisors and employees for Nomex and safety shoe
Stock management and regular evaluation of stock
Distribution of PPEs to services and other UOP employees
Planning, procurement, and distribution of PPEs by closely coordinating with Procurement team, vendor and finance team for PR, PO execution and invoice settlements
Coordination with stakeholders of other departments (Engr, Equip, sales team)and employees for the procurement of PPE
Supporting other Honeywell entities (UK, Malaysia, Abu Dhabi) for the PPEs
Cleaning-up of PPEs room and PPEs inspection at regular intervals Lead, Conduct, Schedule and support UOP Field Safety Training (FST) for the new hires and other employees globally. Arrange training material and closely work with the stake holders to arrange FST card upon completion of assigned trainings on Honeywell learning hub.
Provide presentation on general guidelines on PPEs Assist Service management team in day to day operation of the department by extending support in team management activities, logistics support, onboarding arrangements etc Arranging annual respirator fit tests for Honeywell Field employees on site, off site and at the HITC office.
Facilitate Medical check and respirator fit test for employees.
Coordination with vendor, procurement team, stakeholders Act as SFDC superuser and help drive adoption across service team through active dashboard management and sharing it with management team. Should help track service obligations and case management by working closely with all Service Managers
Providing accommodation support to Field Operating Service Advisors
Arranging Onboarding arrangement for new hires
Extending support to prepare and arrange compliance document for customers
Supporting team/visitor to arrange supporting documentation
Assisting services managers and trainers with printed customer training material.
Assisting Services director and team with logistic arrangements.
Point of Contact for Service team to collaborate with COM/Service Finance/Service managers team for timely invoicing of services
Assisting with Tracking invoices
Support Compliance at all levels

YOU MUST HAVE

• Basic Qualifications for the Position: Bachelor's degree
  6+ years' experience in managing internal reports, vendors and support staff
  Good interpersonal skills and command over English & Hindi
  Strong familiarization with UOP project work processes Additional Qualifications for the Position: Strong working knowledge of SAP and SalesForce
  Demonstrate excellent communication, organizational, and interpersonal skills.
  Proactive in nature while being Open to & supporting continuous improvement
  Experience of working with databases/understanding of databases is required
  Work effectively with global teams

WE VALUE

• Ability to easily and effectively juggle many priorities and competing demands
• Individuals who are self-motivatedand do things before being asked by others or forced to by events
• Ability to focus on important information and identify key details.
• Professional and courteous communication
• Strong organizational skills
• Excellent computer literacy in a variety of Microsoft and web based programs
• Highly dependable and trustworthy and able to manage conflicting priorities and deadlines
• Some administrative assistant experience
• Associate's degree preferred