Office Admin

Operations / Facilities | Bangalore, India | INDIA

Main Purpose:

The main purpose of this role is to provide a safe, efficient and pleasant working environment for around 100 - 150 NICE employees in Bangalore. 

Main Duties: 

  • Manage smooth day to day running of the NICE Bangalore office and facilities.
  • Manage the effective running of the Facilities Services function for our office located in a multi tenanted building in Bangalore.
  • Responsible for the management of routine maintenance, repair and any internal moves.
  • Act as key point of contact with cleaning company and other key personnel in the multi tenanted building including security, ground floor reception, contractors and engineers.
  • Monitor office hygiene, access routes, plan rooms, air conditioning and lift services
  • Implement new office processes and procedures in line with NICE global policies
  • Coordinate bookings of large office meetings, trainings, catering, and office events
  • Carry out the New Starter Induction process for all new employees starting in Bangalore, ensuring a smooth transition
  • Assist with NICE company client external and internal audits when necessary
  • Identify and evaluate suppliers for office equipment (working closely with the Purchasing department) as due diligence to ensure that stocks are maintained.
  • Initiate office related purchase requests and liaise with Accounts Payable Department for office related invoices
  • Provide assistance and support where needed to the IT & Telecoms when required
  • Familiar with statutory compliance requirements
  • Ensure safety and security of staff and visitors
  • Implement a monthly Health and Safety Risk Assessment Sheet
  • Ensure compliance with building security procedures.
  • Ensure Health and Safety standards are fully implemented and maintained and to act as Health and Safety Officer for all emergency situation.
  • Organise and update Fire Wardens and First Aiders as necessary and organize mandatory training.
  • Physical security; ensure that the security agency is aligned with NICE’s physical security policy, regular trainings for the security guards are being conducted, agency is compliant with the statutory regulations.  

Additional Duties:

  • Support new hire on-boarding process
  • Maintain accurate employee records on-site including absence records
  • Support HR with employee exit process
  • Coordinate Leavers equipment return
  • Execute office social plan (events and gifts) in conjunction with HR and senior manager on-site.
  • Review and approve employees’ expense claims before submitting them for payment
  • Review all invoices before submitting them for payment

Essential Requirements 

  • Previous experience of working in an Office Administrator/Executive role is essential
  • Experience of working in a multi tenanted building would be a strong advantage
  • Health and Safety qualification or experience in managing Health and Safety is essential

Key Competencies

  • Highly organised and able to manage a diverse and busy workload
  • A proactive and flexible approach to problem solving
  • Ability to prioritise and excellent time keeping
  • Ability to work under pressure
  • Ability to build and develop effective professional working relationships
  • Strong proven written and verbal communication skills
  • Excellent written and spoken English
  • Experience of dealing with other support functions (IT, Finance, HR, Operations) where these functions may be based remotely.
  • Demonstrated ability to work independently,
  • Good negotiation skills and procurement knowledge - an advantage
  • Mature and pleasant personality

Previous experience

  • 3-5 years working experience as an Office Admin, managing office with above 200 employees
  • Experience in administration in a IT/ITES company – advantage

 Education 

  • BA/BCom Degree
  • Post-Graduation an advantage

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