The Office & Administration Manager will be responsible in providing support to the Center’s daily office operations, ensuring the smooth running of the office environment, managing administrative tasks, and supporting the needs of various departments as needed. The Office & Administration Manager will also aide in effectively managing and developing the Executive Support and Administration group to provide efficient, high-quality, administrative support to the Global leadership team. This position requires a high level of stakeholder management, organizational and communication skills as well as tact, integrity, professionalism, resourcefulness, ability to prioritize and multi-task, excellent communication skills and the highest degree of confidentiality.
Responsibilities and Duties:
- Managing day-to-day administrative tasks such as mail distribution, office supplies procurement, equipment maintenance, and office layout management.
- Overseeing the maintenance, security, and functionality of office facilities including managing leases, coordinating office space allocation, and ensuring a safe and productive work environment.
- Liaising with vendors and service providers for various office needs, including cleaning services, maintenance contractors, office supplies vendors, and equipment suppliers; Managing relationships with external service providers or vendors that support shared service center operations, such as software vendors or outsourcing partners.
- Managing the site's (facility/administration related) budget, expenses, and financial performance. This includes forecasting, budgeting, cost control, and ensuring that financial targets are met.
- Ensuring that the site operates in compliance with all health, safety, and environmental regulations and standards. This includes implementing safety protocols, conducting risk assessments, and promoting a culture of safety among employees.
- Provide support in organizing company events, meetings, and conferences including coordinating logistics, arranging catering, managing invitations, and overseeing event setup and cleanup.
- Managing office records, files, and documentation. Implementing systems for document storage, retrieval, and organization to ensure efficient information management.
- Overseeing IT-related tasks such as equipment setup, software installations, troubleshooting technical issues, and coordinating with IT support services. This includes ensuring that technology systems are maintained and upgraded as needed to support operations effectively. (working with Infosys and Local IT Specialist).
- Developing and implementing office policies and procedures to ensure consistency, efficiency, and compliance with organizational standards.
- Serving as a point of contact for employees regarding office-related inquiries, concerns, and requests. Fostering a positive work environment and addressing employee needs as they arise.
- Ensuring that shared service center operations comply with relevant regulations, policies, and industry standards. This includes managing risks related to data security, privacy, and regulatory compliance.
- Managing the site's supply chain activities, including procurement, inventory management, and logistics. This includes ensuring the availability of materials and resources needed for production or operations.
- Identifying and mitigating risks that may impact the site's operations or business continuity. This includes developing contingency plans, disaster recovery strategies, and crisis management protocols.
- Providing leadership support to the Executive Support and Administration team by aiding in creating, maintaining and executing policies and procedures aligned to running smooth stakeholder support operation.
- Will work with the senior manager and the team leaders to plan and execute strategy, expansion of scope and growing the support functions, portfolio and the number of executives being supported.
- Responsible for hiring staff and working closely with the transitions team for new roles and requirements.
- Managing and cultivating relations with all executives and stakeholders being supported by his/her assigned teams.
- Facilitating feedback gathering from executives and providing inputs to the team to improve performance.
- Resolving issues associated with expense reporting, travel planning, meeting planning and execution, calendar management, timecard submissions, purchase orders, special projects and other administrative tasks being supported by the team.
- Providing effective leadership to assigned staff members, ensuring all deadlines and deliverables are met with high quality and in a timely manner.
- Be able to manage a team to affect the best results and provide the best customer services for both internal and external customers.
- Define, measure and utilize metrics to improve performance of the team.
- Motivating team members to achieve their best.
- Discovering training needs and providing coaching as needed.
