Office Administrative Assistant (N0574B) - 250053 : IN10

Description

Job Summary
This position is responsible for supporting the day-to-day activities of the India office. Maintains office operations by receiving and distributing communications; maintaining supplies and equipment; picking-up and delivering items; serving the Visitors and IEEE employees. At this level generally emphasize performing well-defined, semi-routine functions with relatively close supervision and requiring limited technical knowledge of the department or area of assignment. This role typically reports to the Admin Manager.

Key Responsibilities

• Handling the movement of courier from and to the office efficiently also have a track of all the couriers sent and received, maintaining the physical register.
• Work closely with vendors like WTC, office maintenance vendors etc.
• Coordinating the maintenance and repair of office equipment including Working closely with the vendors like Pest control, Carpet cleaning, Air conditioner maintenance, Newspaper, Drinking water, Fire safety equipment, furniture maintenance.
• Managing stock for all OU’s for their promotional materials
• Handle travel related activities including travel planning and working on itineraries, ticketing, visa, insurance etc. Issuing the domestic Air/Train/Bus tickets for the employees based on the manger’s approvals.
• Monitor and track the MD Kit, Collabratec and other promotional items shipping and make sure the items are reached on time. Follow up with the Courier agency on the swift delivery.
• Up keepings on Housekeeping Service, Public Area Maintenance, Fire alert system, Parking Facility, Annual Maintenance Contracts with the regular service providers - Fire alert system, AHU Unit, any other issues towards office maintenance Perform and coordinate the maintenance activity whenever there is a need.
• Work with support staff for ensuring issues within IEEE India office premises are resolved.
• Employee reimbursements, travel statements, event expenses statement vouching and update the payment tracker sheet.
• Corporate credit card Statement Reconciliation
• Vendor empanelment process validation
• Handling other administrative activities as needed.

Qualifications

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• Less than 2 years of experience in administrative or Support activities Req

Skills and Requirements

• English (speaking & writing) and Kannada (speaking) is must
• Must have working knowledge of Computers (MS Office)
• Should be able to work beyond regular hours and sometime over weekends if required.

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

Job : Administration

Primary Location : India

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Schedule : Full-time

Job Type : Regular

Job Posting : Feb 11, 2025, 10:40:13 AM