Front office cum Admin Assistant

1 Month ago • All levels

Job Summary

Job Description

The Front Office cum Admin Assistant role involves managing office operations, including greeting visitors, maintaining cleanliness, managing office supplies, and handling travel arrangements. The role also includes managing support staff, providing administrative support, collaborating with departments, and supporting the finance function. The responsibilities include implementing cost-effective measures, tracking stock levels, organizing travel, managing support staff, coordinating couriers, and ensuring timely payments. This role offers a great salary, a secure working environment, and the opportunity to become an integral part of a cutting-edge agency. The work environment is creative, modern, and spacious.

Must have:

Greet and assist visitors and team members
Manage office supplies and place orders
Plan and manage travel arrangements
Manage support staff to uphold office upkeep
Handle incoming calls and emails
Collaborate with various departments

Perks:

Great salary and secure working environment
Become an integral part of a cutting-edge agency and helping it grow
Working with an international, talented and dedicated group
Casual atmosphere with professional standards
Creative, modern and spacious work environment

2 skills required

2 skills required for this role

Add these skills to join the top 1% applicants for this job

forecasting-budgeting

budget-management

Job Details

WE DON'T WANT PEOPLE TO WORK FOR US

Let us put it this way; we want people to work with us.

Because when you think of it, there's a big difference. At LIQVD ASIA, we believe more in partners than employees. Our team is right now brimming with ideators, innovators, geek, marketers and human experience strategists. Think you can fit right in? Apply to this job post with your CV. Rest assured, if you are that good, we will make space for you.

We are hiring for the role of Front office cum Admin Manager

Location: Mumbai (HO)

Office Management

Greet and assist visitors, clients, and team members
Regular inspection reports on office cleanliness and maintenance
Timely resolution of maintenance issues and tracking of turnaround time and constantly improving the same
Implementation of cost-effective measures for office upkeep
Manage deep cleaning on every Saturday through the support staff.
Feedback from employees regarding the quality of housekeeping service.
Manage office supplies and place orders as needed
Regular stock audits to prevent shortages or excess.
Cost-effective procurement of office supplies
Implementation of systems for tracking stock levels and reordering.

Travel Management:

Plan, organize, and manage all travel arrangements for employees, including flights, accommodations, transportation, and Visa
Ensure that all travel arrangements are cost-effective and comply with the company’s travel policy.
Negotiate contracts and establish relationships with travel agencies, airlines, hotels, and car rental services.
Provide assistance to employees during travel emergencies, including rebooking and arranging alternative accommodation.
Stay informed about global travel risks and adjust travel plans as necessary

Support Staff Management:

Work closely with support staff (office boys, pantry boys and housekeeping staff and other future hires) to uphold the highest standards of office upkeep.
Manage shift timings of the staff to ensure continuous presence in the office.
Accurate tracking and reporting of support staff overtime hours and give approvals accordingly.
Implementation of policies to minimize overtime while ensuring adequate staffing
Ensuring regular feedback is shared with the staff to help them get better
Share performance feedback with the HR team on a timely basis and raise red flags if any.

Administrative Support:

Implementation of a tracking system for company couriers and coordinating with the courier agency for timely delivery.
Handle incoming calls and emails, directing them to the appropriate parties.

Collaboration:

Collaborate with various departments to facilitate communication and workflow.
Assist in the planning and execution of team events and activities.
Periodic evaluation of vendors performance.
Negotiation of cost-effective contracts and services.
Quick resolution of issues related to vendor services
Assigned vendor agreement signing and renewal as needed

Support to Finance function:

Implementation of cost-saving measures in billing processes.
Accuracy in billing documentation and adherence to financial policies.
Working closely with the finance team to ensure timely payments.
Adherence to the allocated budget for each category.
Regular reporting on budget utilization and forecasting.

Additional Information

What's in it for you?

· Great salary and secure working environment

· Becoming an integral part of a cutting-edge agency and helping it grow

· Working with an international, talented and dedicated group

· Casual atmosphere with professional standards

· Creative, modern and spacious work environment

We are LIQVD ASIA.

At LIQVD ASIA, we have professionals in marketing, creative and technology functions that connect trends with brands and brands with people. Also, we boast of a value system and culture that’s forward-thinking, respectful, collaborative, high-energy, fun, with zero tolerance for sub-standard ideas. We are clear about one thing. We deliver success not because of what we do, but because of who we are. And we don’t need any clear drink to tell you that.

About LIQVD ASIA

Established in 2013, LIQVD ASIA is a digital marketing agency that is growing at a rapid 400% pace & has its relationships with a diverse national & global clientele. Our agency has an exceptional reputation for creating award-winning digital content experiences that foster trust with target audiences. LIQVD ASIA is comprised of marketing, creative and technology professionals dedicated to connecting brands with people. Our vision and values are to provide people with a professional and supportive environment where employees contribute, grow and flourish. Our culture is forward-thinking, respectful, collaborative, and fun.