Admin Specialist

Founded in 1991, Mindray is one of the leading global providers of medical devices and solutions. Firmly committed to our mission of “advance medical technologies to make healthcare more accessible”, we are dedicated to innovation in the fields of Patient Monitoring & Life Support, In-Vitro Diagnostics, and Medical Imaging System.

Headquartered in Shenzhen, China, Mindray possesses a sound global R&D, marketing and service network with subsidiaries and branch offices in 32 countries in North and Latin America, Europe, Africa and Asia-Pacific, as well as 31 branch offices in China

Inspired by the needs of our customers, we adopt advanced technologies and transform them into accessible innovation, bringing healthcare within reach. While improving the quality of care, we help reducing its cost, making it more accessible to a larger part of humanity. Today, Mindray’s products and services can be found in healthcare facilities in over 190 countries and regions. In China, Mindray’s products and solutions can be found in nearly 110,000 medical institutions and 99% of Class A tertiary hospitals.

Assistant Manager - Adminsitration 

Exp. Level : 5-8 Years 

Administrative Support : The JD of the candidate would include, but would not be limited to,  the following :

1. Facility Management:    

Oversee the day-to-day operations of Gurgaon office and the branch offices, Mumbai, Kolkata and Chennai. Ensuring a smooth and efficient working office.

Office Up-keep : Repair and Maintenance of the Gurgaon Office & Branch offices 

Ordering Pantry and Housekeeping supplies and always maintaining adequate inventory.

5S Management of the Branch offices.

Vendor Management at the branch offices.

Ensure smooth network working in branch offices and coordinate with vendor.

1. Invoice Management

Oversee billing processes, prepare invoices, and follow up on outstanding payments.

Answerable for all queries related to invoices raised.

3. Expense Reporting:

Manage and reconcile expense reports, ensuring timely and accurate submissions.

3. Budgeting:

Assist in preparing and managing the branch budget.

Ensuring all expenses are within the allocated budget.

4. New Joinee Requirements:

Assist with the settling-in for new joinee in branch locations. Coordinate for his seat allocation, basic office requirements and meeting with branch Admin SPOCs.

Book hotel for New Joinee.

Book air-ticket and hotel arrangements.

6. Housekeeping Staff Records:

Maintain and update Housekeeping employee records, including attendance, leave, and performance evaluations.

7. Training and Meeting Coordination:

Assist in training/meeting sessions at all locations.

Ensure all meeting requirements are taken care of.

5. Internal Customer Service

Serve as the primary point of contact for internal staff, addressing inquiries and resolving issues promptly.

6. Inventory Management:

Monitor and manage office supplies and inventory.

Assist in Fixed Asset tagging at all locations.

Checking the expiry, usage and life of inventory.

7. Compliance:

Ensure the Operations are in compliance with company policies, procedures, and regulations.

Keep the notice boards updated at all time.

Handle issues and queries in same regard.

8. Reports and Documentation

Monthly Management report for all  offices

Travel report

Data card report

Consolidation of data at branch offices required by HQ

9. Travel Management

Assisting in travel bookings for flights and hotels when travel portal is not working.

Adding or deleting new joinee in travel portals.

Timely submission of bills and coordination and follow up with approvers and finance team.

Make sure the travel wallet is loaded with adequate money for booking.

10. Branch Events

Manage requirements related to branch offices.

Ensure the event is well organised and well executed.