Website:
kiaindia.net
Job details:
Job Description:
We are seeking a highly motivated and skilled Business Support / General Administration Specialist to join our team at our Mumbai location.
This role requires a dynamic individual with expertise in managing daily office operations, supporting the management team, and overseeing various administrative functions. The ideal candidate should have strong communication skills, problem-solving abilities, and a keen eye for detail to ensure smooth business operations and adherence to company policies.
Key Responsibilities:
A) General Administration & Office Management:
- Oversee daily administrative operations, ensuring the office environment is well-maintained and fully functional.
- Manage office facilities, including housekeeping, pantry services, and other day-to-day operations.
- Coordinate with internal teams and external vendors to ensure smooth office functioning.
B) MIS & Invoice Tracking:
- Manage MIS reports and ensure timely, accurate tracking, reporting of administrative expenses & activities.
- Handle MMT (MakeMyTrip) travel invoicing, including invoice verification, reconciliation, tracking, and timely submission for processing.
- Coordinate with internal stakeholders and travel vendors to resolve invoice discrepancies and ensure closure within timelines
C) Vendor & Contract Management:
- Manage relationships with external vendors, ensuring service quality and cost optimization.
- Handle contract management, including negotiations, renewals, and compliance.
- Ensure that all vendor contracts are updated and adhere to company policies and legal requirements.
D) People Management:
- Manage a team of administrative staff, ensuring high levels of performance and collaboration.
- Support employee onboarding, facilities management, and coordination of office-related activities.
- Foster a positive and efficient work environment for all employees.
E) Compliance, EHS (Environment, Health, and Safety):
- Ensure that the office complies with all organizational policies and legal requirements, including health, safety, and environmental standards.
- Act as the point of contact for compliance audits and safety drills.
F) Communication & Reporting:
- Act as a liaison between the management team and staff, conveying critical information and updates effectively.
- Provide solutions and recommendations to management on administrative and operational issues.
- Prepare and present regular reports on administration, facilities, and operations to management.
G) Stakeholder Management & Reporting:
- Coordinate and support business meets, leadership meetings, and engagement activities, ensuring seamless end-to-end arrangements.
- Partner with internal stakeholders to understand requirements and deliver timely administrative support.
- Plan and coordinate employee engagement activities and business events, including venue, logistics, vendors, and on-ground execution.
- Prepare and present regular reports on administrative and operational issues
Skills & Qualifications:
A) Educational Qualifications:
- Preferred: MBA or B-Tech degree from a recognized institution.
- Additional certifications in Business Administration, Operations, or Facilities Management is a plus.
B) Experience:
- Minimum 5-7 years of experience in business support, general administration, or operations management, preferably in a corporate setting.
- Strong expertise in MIS, invoice tracking, and vendor management.
Key Skills:
- Excellent communication skills (both written and verbal) to effectively interact with team members and senior management.
- Strong problem-solving abilities, able to identify issues and provide solutions in a timely manner.
- Proven experience in managing contracts and vendor relations.
- Knowledge of office compliance, EHS regulations, and facilities management.
- Strong organizational and time management skills with the ability to multitask and prioritize responsibilities.
Personal Attributes:
- Proactive, detail-oriented, and self-motivated.
- Strong interpersonal skills with the ability to work effectively with cross-functional teams.
- Ability to thrive in a fast-paced, dynamic environment.
Important Note: Candidate must have completed one year in current organization.
Click on Apply to know more.