Executive Administration

Executive Administrative Position The Executive Administrative position would be responsible for independently performing day-to-day tasks in alignment with TCS Management systems. Responsibilities Facility Management – Handling all aspects, including Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management, landscaping etc. Cafeteria Management – Ensure smooth & streamlined cafeteria operations / Daily checks / Compliance. Ensure all required permits/permissions are in place. Client visit management – Receiving clients or TCS Management. Ensuring readiness of conference rooms/meeting rooms. Extending necessary hospitality support in consultation with Office Head and respective Account Managers. Security – Handling Physical Security, ensuring optimum functioning of all Security and Access Control Systems, monitoring CCTV coverage, analyzing CCTV and Security systems data, electronic access functions involving assigning/revoking, reconciliation of data, report generation, and ensuring compliance with Information & Security Policies. Procurement and Inventory Management – Timely procurement of office supplies and break room supplies such as tea/coffee at regular intervals. Purchase Functions – Ensure timely procurement of items required, adhering to TCS Purchase policies, including negotiations, vendor management, purchase requisitions, processing payments etc. Audits & Compliance – Ensure audit readiness of the location by complying with and enforcing TCS Policies, participating in audit preparation as required. Ensure compliance with statutory requirements, building codes, Work Environment Guidelines (WEG), HSE Guidelines, and maintain records of Health Safety Environment data. Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals. Documents/Report & Returns – Review all reports & returns (Daily report, Monthly Admin report, Preventive Planned Maintenance, Seat occupancy Report, CCTV Drill, etc.) and ensure accuracy and timely submission to Corporate / other stakeholders. Ensure important location documents (OPD, OLA, RR, TGL, etc.) are prepared and reviewed timely. Other tasks – Receive clients & guests at the front desk, review and coordinate all arrangements for client visits (including local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A Corporate Office). Receive & dispatch FedEx, UPS, DHL, and other packages. Mail collection and distribution. Maintain conference room reservations, and ensure rooms are clean & ready for meetings. Maintain cleanliness and maintenance of equipment of the location and liaise with Bldg. management for the same. Maintain Seat Occupancy data. Arrange various events (in-house, and external) per location leadership, abiding with all TCS Policies / Guidelines. Billing and other Admin duties that may be required / assigned by Supervisor from time to time. Be available on site on all working days to ensure effective administration of the premises. Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A. Basic knowledge of Health, safety & Environment guidelines. Basic knowledge of Landscape management, HVAC, Fire alarm, Access & CCTV. Qualifications 2-8 years’ experience in Administrative Function of a medium-sized facility (over 100 associates) preferred. Excellent English communication skills (written & verbal). Good computer skills: Microsoft Office (Word, Excel, PowerPoint etc.). Knowledge of Office Management, basic purchase procurement processes (pantry & office supplies). A team player with good interpersonal skills and ability to work in a diverse multicultural environment. Good organizational and planning skills, analytical and problem-solving skills, quick decision‑making capability. Proactive, self‑motivated, flexible, adaptive, professional, able to multitask, accessible on phone for emergent requirement and available for work outside regular business hours if needed. #J-18808-Ljbffr Tata Consultancy Services Limited