Executive Administrative

About the Role

This Executive Administrative position is responsible for independently performing day-to-day tasks in alignment with TCS Management systems at a medium-sized facility (300+ associates) in Austin, TX. The role requires a proactive, self-motivated individual with strong organizational and interpersonal skills to manage administrative, facility, and security functions.

Requirements

• Associate degree
• 5-10 years of experience in an administrative function, preferably in a medium-sized facility
• Excellent English communication skills (written and verbal)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Knowledge of:
  • Office management and maintenance activities
  • Safety, firefighting, and fire control systems
  • Physical security systems and their integration with IT security policies
  • Personnel management
  • Purchase/procurement processes
  • Finance/accounting processes
• Strong organizational, planning, analytical, and problem-solving skills
• Quick decision-making capability
• Ability to work in a diverse, multicultural environment
• Attributes:
  • Proactive and self-motivated
  • Flexible and adaptive
  • Professional demeanor
  • Able to multitask
  • Accessible by phone for emergent requirements
  • Available to work outside regular business hours if needed

Responsibilities

Reception and Front Office Management

• Receive clients and guests at the front desk
• Coordinate arrangements for client visits (travel, transportation, accommodation, 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 prepared for meetings
• Order and manage office supplies (pantry, copiers, general supplies)
• Maintain cleanliness and equipment upkeep; liaise with building management
• Track seat occupancy data
• Create UPS shipping label requests
• Arrange in-house and external events as requested by location leadership, adhering to TCS policies
• Handle billing and other administrative duties as assigned

Facility Management

• Oversee all aspects of facility management, including:
  • Security requirements
  • Housekeeping
  • Material movement
  • Front office management
  • Inventory management
  • Compliance management
• 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/building guidelines
• Ensure 100% availability of safety, security equipment, and office systems
• Comply with policies for material movement and shipping

Security Management

• Manage all aspects of physical security, including:
  • Monitoring CCTV coverage and analyzing security systems data
  • Managing electronic access functions (assigning/revoking access, data reconciliation, report generation)
• Ensure implementation of and compliance with all information and security policies

Procurement and Inventory Management

• Ensure timely procurement of office and break room supplies (e.g., tea, coffee)
• Adhere to TCS purchase policies, including:
  • Vendor management
  • Purchase requisitions
  • Processing payments
  • Negotiations
• Maintain audit readiness by complying with TCS policies
• Ensure location compliance with statutory requirements and building codes
• Maintain valid agreements for all vendors

Financial and Reporting

• Prepare and update spreadsheets for expenses, seat occupancy, budgeting, and provisioning
• Prepare annual and quarterly budgets in consultation with the Location Admin Head
• Review and obtain approval for budgets and expenses from the Head of Administration, NA
• Monitor budget utilization and invoice payment processes
• Generate MIS reports for expenses, seat occupancy, seat management, and other administrative metrics

Coordination and Liaison

• Coordinate with internal and external stakeholders, including TCS senior executives, to address project requirements and administrative needs
• Liaise with landlords and other stakeholders to build working relationships and meet TCS requirements
• Be available on-site during all working days to ensure effective administration of the premises
• Undertake any additional tasks or roles as assigned by the supervisor