Accelya Looking for Associate – Administration at Pune, Maharashtra Full Time

To be responsible for guest’s first impression of the organization, meet/greet and assist the client, guests, and visitors every day. Manage front office in accordance with company policies, procedures, and processes. Contribute as a team member to the overall culture of Accelya locally and globally. Achievement of defined key performance indicators and service level agreement targets.

To provide administrative and secretarial support to COE Head by understanding business priorities, demonstrating the ability to proactively anticipate needs and drive improvements. The role involves completing complex assigned goals quickly with little to no guidance, reacting with appropriate urgency to situations that require a quick turnaround, and take effective actions. Proactively getting involved with all aspects of engagement including start up meeting, liaising with clients and managing required admin assistance for COE Head.

Front Desk:
Key deliverables:

• Greet visitors/clients providing a friendly, courteous front office service reflecting the corporate image of the client.
• Notify the site personnel on arrival of the guest’s immediately and to follow up if the guests are not attended with the host/sponsor.
• Ensure Visitors admission is properly authorized.
• Issue visitor badges or pass/temporary card/service badge/new joiners ID & access card also follow up for the return of respective ID/access cards with respective guest’s / visitors.
• Ensure safety/emergency briefing is provided to the visiting client/visitor/interview candidates.
• Assisting with special needs for visitors with disabilities.
• Ensuring basic cleanliness of reception lobby, lifts, and common areas.
• Ensure the laptop details are scanned and check for Govt. ID’s in coordination with Security on duty.
• Handling client/visitors/sponsors complaints/feedbacks and other related problems and communicate to next level or as per escalation matrix.
• Ensure that Client safety and security protocols are followed as per the process and guidelines.
• Ensure reconciliation & shredding of visitor’s badges/pass on daily basis.
• To handle and manage EPABX/IPBX & other Tele-Communication System. – Managing and updating of Extension List on regular intervals. – Handling Conference, incoming and outgoing calls. – Ensuring Meeting /Conference rooms are neat & clean with their required amenities. – Making arrangement of Flowers & Bouquets at Reception & Meeting / Conference room. – Managing subscription of News Paper / Magazines, if any and ensuring receipt of Newspapers, Magazines and Keeping track of the same. – Ensure necessary Medicines are available at all the time and tracking of consumption and expiry date of all medicines kept in First Aid box. – Work as a team with other Administrative Assistants and Office Services to ensure back-up coverage. – Participate in and assist with organising of admin team initiatives – meetings, training, events & functions etc.

Secretarial Support:
Key deliverables:

• Calendar management for COE Head.
• Initiate correspondence (draft for approval or own correspondence).
• Initiate, maintain and compile crucial information and client contact databases from various internal and external sources to support the COE Head.
• Act as a liaison and provide support to the COE Head by arranging and handling critical internal and regional leadership team meetings schedules, including weekly meeting, drafting agendas, compiling, and recording meeting minutes.
• Managing mid/year end performance appraisal sessions.
• Complete a broad variety of administrative tasks that assist the COE Head .
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the COE Head , including those of a highly confidential or critical nature.
• Liaise with Finance Dept to oversee and reconcile travel and other expenses against budget for COE Head.
• Managing of timesheets for COE Head.
• Booking of flights, Visas, Accommodation, Ground transportation, etc. – Liaise with Accelya international office administrative support in relation to setting up of meetings and local travel requirements at travel destinations.

General Responsibilities:

• Resourceful and organized individual, with an exceptional track record of contributing to the efficiency of businesses by providing personalized, and timely support.
• Highly skilled and passionate with strong work ethics and attention to detail to serve as a liaison between COE Head, Executives, and other external stakeholders.
• Handle confidential information, which would have immediate impact on the company operations, performance or value if shared beyond its intended audience.
• Significant executive support experience, including supporting junior level executives.
• Exceptional interpersonal skills and ability to interact with internal and external stakeholder on behalf of the COE Head by being respectful but assertive.
• High degree of professionalism in dealing with diverse groups of people, including Executives, senior managers, external parties, government agencies, etc.
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

Key Success Factors:

• Accurate reporting to ensure meeting the organization goals.
• Timely execution of assigned tasks and projects.
• Strong interpersonal relations with internal and external stakeholders on behalf of the COE Head .

Core and Functional Competencies:

• Expert proficiency with Microsoft Office; ability to design and edit presentations and materials for COE office.
• Excellent communication skills, both verbal and written.
• High level of customer service orientation and integrity.
• Exceptional analytical and presentation skills.
• Professionalism, maturity, and quick learner.
• Outstanding problem-solving skills.
• Able to work flexible hours.
• Ability to work independently and establish personal workflow patterns.
• Highly developed organisational skills and attention to detail.
• Proactive in recognising and anticipating needs of the work group.
• Ability to establish Networking relationships with teams and within Accelya.