Executive Admin

Location: Austin, TX (5 days onsite)

About the Role

The Executive Administrative position is responsible for independently performing day-to-day tasks in alignment with TCS Management systems.

Responsibilities

• Reception Management:
  • Receive clients and guests at the front desk.
  • Review and coordinate all arrangements for client visits, including local travel, transportation, accommodation, and banquets in consultation with Admin N.A. Corporate Office.
  • Receive and dispatch FedEx, UPS, DHL, and other packages.
  • Manage mail collection and distribution.
  • Maintain conference room reservations and ensure rooms are cleaned and ready for meetings.
  • Order and manage supplies (pantries, copiers, office supplies, etc.).
  • Maintain cleanliness and maintenance of equipment at the location and liaison with building management.
  • Maintain seat occupancy data.
  • Create UPS shipping label requests.
  • Arrange various events (in-house and external) as requested by location leadership while abiding by all TCS policies and guidelines.
• Administrative Tasks:
  • Facility Management: Handle all aspects of facility management, including but not limited to managing security requirements, housekeeping, material movement, front office management, inventory management, and compliance management.
  • Security: Ensure optimum functioning of all security and access control systems, monitor CCTV coverage, analyze CCTV and security systems data, manage electronic access functions (assigning/revoking access, data reconciliation, report generation), and ensure compliance with all information and security policies.
  • Procurement and Inventory Management: Ensure timely procurement of office supplies and break room supplies such as tea/coffee.
  • Purchase Functions: Adhere to TCS purchase policies, including negotiations, vendor management, purchase requisitions, and processing payments.
  • Audits: Ensure audit readiness of the location by complying with and enforcing TCS policies, and ensure compliance with all statutory requirements and building codes.
  • Ensure compliance with Work Environment Guidelines (WEG) and Health, Safety, and Environment (HSE) guidelines.
  • Maintain records of Health, Safety, and Environment data for internal/external audits.
  • Conduct fire safety and health safety briefings and drills at regular intervals.
  • Coordinate with property managers to ensure a conducive working environment and compliance with statutory and building guidelines.
  • Ensure 100% availability of all safety, security equipment, and other office systems/equipment.
  • Ensure compliance with policies relevant to material movement and shipping.
  • Coordinate with various stakeholders (both internal and external) and liaise with TCS senior executives to understand project requirements.
  • Liaison with landlords and other stakeholders to build working relationships and meet TCS requirements.
  • Prepare MIS for expenses, seat occupancy, seat management, budgeting, and provisioning.
  • Prepare the annual and quarterly budget of the location in consultation with the Location Admin Head and review/approval by the Head of Administration, NA.
  • Monitor budget utilization and invoice payment processes.
  • Create and update spreadsheets as required.
  • Ensure valid agreements are available for all vendors.
  • Be available on-site on all working days to ensure effective administration of the premises.
  • Undertake any role or task as assigned by the supervisor.

Requirements

• Associate degree.
• 5-10 years’ experience in the administrative function of a medium-sized facility (> 300 associates) preferred.
• Excellent English communication skills (written and verbal).
• Good computer skills, particularly in Microsoft Office (Word, Excel, PowerPoint, etc.).
• Knowledge of:
  • Office management and maintenance activities.
  • Safety, firefighting, and fire control systems.
  • Physical security systems and their integration with IT security policies/requirements.
  • Personnel management.
  • Purchase/procurement processes.
  • Finance/accounting processes.

Skills

• Good organizational and planning skills.
• Analytical and problem-solving skills.
• Good and quick decision-making capability.
• Proactive and self-motivated.
• Flexible and adaptive.
• Professional demeanor.
• Able to multitask.
• Accessible on phone for any emergent requirement at the location.
• Available for work outside of regular business hours if needed.
• Team player with good interpersonal skills and ability to work in a diverse multicultural environment.

Pay

$45,000–$55,000 a year