Front Office Executive / Admin Executive- Contract to Full-Time

Job Description Overview Your role

About Slihrms

• AtkinsRéalis We're AtkinsRéalis , a world-class engineering services and nuclear organization.
• We connect people, data and technology to transform the world's infrastructure and energy systems.
• Together, with our industry partners and clients, and our global team of consultants, designers, engineers and project managers, we can change the world.
• We're committed to leading our clients across our various end markets to engineer a better future for our planet and its people.
• Find out more.

Responsibilities

• Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges. · Managing office vehicle schedules. · Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping & upkeep areas. · Ensure immediate response to all priority calls and facilities-related issues during the shift and follow the escalation process. · Handling Visitor Management Tool.

Maintain timely MIS & database

• Such as (Snag List, Daily Checklist Etc.) · Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required. · Directed day-to-day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables. · Supporting the site team for hotel booking and guest travel arrangements. · Job allocation and deployment of manpower for day-to-day activities. · Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry & deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.
• Visitor Management -Tool and Process · Ensure the visitor adhere the safety norms in office premises. · Ensure visitor should report at reception before escorted to office premises. · Maintain daily report of Visitor. · Ensuring of downloading of safety guideline to all the visitors who are coming into the premises. · Ensure the visitor to fill heath
• Declaration form to enter office premises. · Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the premises. · Ensure timely report to concern team of any issue related to VMS portal. · Ensuring the visitor enter required details in VMS. · Zoho Tool - Complaints and Issue redressal
• Managing internal staff facilities request by Ticketing tool. · Receiving and responding to approval requests · Take approvals as per GAM approver (GDC Authority Levels). · Keep track of help desk request and cost code for invoice coding. · Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline. · Ensure any facilities related issues should be timely resolved. · Maintain help desk report on monthly basis for MMR. · Ensure timely report to manager of any issue and complaints related to requests.
• Arranging Transportation for Staff and Guests on request & Managing office shuttle guest’s pickup and drop. · To provide safe and secure transportation to guest. · Ensure timely vehicle arrangement to guest to avoid delays. · End to end contact with Transport vendor · Ensure to provide safe and secure services to guests. · Ensure timely report to manager of any issue and complaints related to guest stay. · Long stay

Guest Help Desk requests

• Maintain all the details of future and currently staying guest. · Ensure to keep track of hotel arrangements · Co-ordinate with hotel sales team for renewal of hotel proposal. · Tracking of Expiration of PR and ensure timely renewal of Purchase order. · Arranging vehicle for guest’s airport transfers · Arranging guest’s Local transfers from office to hotel during their stay. · Keep track of the flight details to ensure their safe and secure travel. · Ensuring the up keeps of the office vehicle such as: · Basis amenities · First Aid · Emergency contact numbers Etc. · Invoices and Supporting Sheet Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details. · Maintain supporting sheets of vendor invoice on monthly basis. · Ensure the invoice should be process timely for payment process. · Co-ordinate with Vendor to get quote to send IT asset to employee on desired time. · Ensuring the expense should be as per the concern project / business. · Ensure the expense should be as per assign Purchase order. · Ensure timely submitting of all the vendor invoice to finance. · Induction Related (Photo ID and Access cards/Visiting Card) Maintain records of ID card, lanyard and access cards issued to new joiner. · And required amenities should be provided to each employee as per the Atkins norms. · Maintain Building access card tracker of JML (joiner, mover, and leaver) · Courier Service, Subscriptions (Magazines/ News Papers) · Keep Monthly records of incoming and outgoing courier. · Keep track of Serviceable pin code details of Courier service provider. · Co-ordinate with Courier service provider for quotation to send IT asset. · Prepare required documents to send IT asset as per Courier custom requirements. · Take approvals as per GAM approver (GDC Authority Levels). · Ensure the cost of courier should be charge on respective department cost code.
• Parking · Keep records of two-wheeler and four-wheeler parking. · Track and assign parking of Two-wheeler/ Four-wheeler access to employee as per company parking policy. · Ensure to track records of parking access to employee as per DLF parking Guidelines. · Ensure employee have parking facility as per the company parking policy First Aid · First-aid box. · Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines. · Co-ordinate with vendor to procure required First aid item in stock. · Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager. · Ensure cleaners clean all washroom, general areas and report any discrepancies to the Manager. · List other scheduled H.K. contractors etc. · Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get services done on assigned timeline. · Maintain records of Famine hygiene vending machine and informed to concern team for procurement. · HK - Stock Inventory and utilisation
• Chemical cleaning Maintain stock register and daily consumables tracker. · Maintain daily consumables tracker on monthly basis. · Keep track of consumable item for timely order placement. · Training to H.K staff and keeping SDS of chemical used in facilities · Pantry - Stock Inventory and utilisation.
• Maintain stock register. · Maintain daily consumables tracker on monthly basis. · Keep track of consumable item for timely order placement. · Complete all action items as recorded in the Daily report. · Stationary Indent/stock inventory management, Utilisation, Crockery & Cutlery Inventory and tracking (reports).
• Keeping and maintaining reports and record. · Maintain stock register. · Maintain daily consumables tracker on monthly basis. · Keep track of consumable item for timely order placement. · Deployment for loading paper in printer and plotter and other similar tasks. · Maintain Crockery & Cutlery records. · Co-ordinate with vendor for quotation. · Keep track of damage crockery and cutlery
• Items for timely order placement.
• Maintain tracker record on monthly basis.
• About you Technical Competencies • Bachelor’s degree in any discipline (preferred: Hospitality, Business Administration, or Office Management) • Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration may be considered for candidates with strong experience

Requirements

• Experience Requirement • 2 to 4 years of relevant experience in front office, facilities coordination, or administrative support in a corporate or hospitality environment. • Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination, and soft services are essential.

Benefits

• Explore the rewards and benefits that help you thrive – at every stage of your life and your career.
• Enjoy competitive salaries, employee rewards and a brilliant range of benefits you can tailor to suit your own health, wellbeing, financial and lifestyle choices.
• Make the most of a myriad of opportunities for training and professional development to grow your skills and expertise.
• And combine our hybrid working culture and flexible holiday allowances to balance a great job and fulfilling personal life.

Worker Type Employee Job Type Contractual (Fixed Term) At AtkinsRéalis , we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.