Office Admin Executive
Location: Chennai (Work from Office)
Shift Timings: 4am to 1pm IST
Experience: Minimum 3 Years
Job Type: Full-time
Job Summary
The Office Admin is responsible for the seamless execution of administrative and facility operations, ensuring a productive, safe, and well-managed work environment. This includes daily team monitoring; manage logistics, infrastructure maintenance, 24x7 pantry management, vendor coordination, HR support, and compliance with security and facility policies.
Facilities & Operations Oversight
- Monitor Daily Employee Attendance, Login/Logout, and Breaks: Oversee accurate and real-time tracking across all shifts. Generate and supply reports to Finance and HR monthly.
- Facility Utilities Management: Ensure all conference rooms, cabins, lights, ACs, TVs, and monitors are turned off when not in use or when the floor is empty.
- 24x7 Pantry Operations: Supervise pantry upkeep with Symbyont Admin staff, ensuring availability, hygiene, and replenishment.
- Infrastructure Maintenance: Monitor the condition of lights, systems, chairs, desks, etc., and coordinate timely repairs or replacements with Symbyont.
Vendor & Records Management
- Lease & Vendor Document Maintenance: Maintain up-to-date records for leases, vendor bills, and service contracts.
- Courier and Mail Handling: Log and manage all postal/courier activity with proper tracking of incoming and outgoing items.
- Office Expense Management: Maintain records of all monthly office expenses with original bills and coordinate with Finance for reconciliation.
Transportation & Team Coordination
- Cab Coordination: Liaise with Team Leads and transport vendors to prevent no-shows, track usage, and ensure seamless shift-wise transportation.
Security & Access Management
- ID Card Issuance: Provide company ID cards for all new employees upon joining.
- Biometric Setup for New Joiners: Create biometric profiles for all new joiners in coordination with HR and IT.
- Biometric Termination: Deactivate biometric access for employees who resign or are terminated to ensure facility security.
Emergency Preparedness
- Collaborate with building management and security to conduct fire drills, safety briefings, and emergency evacuations.
- Ensure that first aid kits, fire extinguishers, and emergency contact lists are up to date and accessible.
Visitor Management & Security Coordination
- Maintain a real-time visitor log with entry/exit times and coordinate visitor access with the Keppel One Paramount Security Team.
- Assist in managing guest access and deliveries while ensuring security protocols are followed.
Travel & Event Management
- Coordinate employee travel including flight bookings, hotel accommodations, and trip planning.
- Coordinate with the Managers and organize internal office events such as monthly gatherings, celebrations, and office outings.
Inventory & Procurement
- Manage procurement and inventory of office supplies, equipment, and furniture.
- Track usage, maintain updated stock records, and ensure timely restocking from approved vendors.
Supervisory Responsibilities
- Oversee and guide another Office Admin to ensure that all outlined responsibilities are effectively executed.
- Regularly review performance, provide feedback, and ensure adherence to company policies and operational standards.
- Act as the primary escalation point for any challenges faced by the Office Admin and coordinate resolutions with management.
- Conduct periodic audits and spot checks to ensure compliance with administrative and facility management protocols.
- Facilitate training and mentorship programs to improve efficiency and professional development of the Office Admin.
Why Join Us?
- Opportunity to work in a fast-growing healthcare technology company
- Direct involvement with US-based clients and products
- Competitive salary and night shift allowance
- Friendly work culture with long-term growth
- Group Health Insurance
- Leave Encashment on Gross
- Yearly Bonus
- 12 Paid Indian & US Holidays
All Care Therapies is an equal opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
