Job Title: - Administrative Assistant 2 - Admin Support_MB30

Role Summary: - The Administrative Assistant supports daily office operations by managing schedules, coordinating meetings, handling documentation, and maintaining organized records. The role serves as a central point of contact, ensuring efficient communication and smooth workflow across the team.

Essential Responsibilities: -

• Provide office and administrative assistance to teams or individuals (excluding calendar management and other personal support tasks).
• Collaborate with team members within the business unit; interactions are primarily for specifying activities, planning, and providing explanations on technical issues.
• Manage standardized project processes with established guidelines, and some flexibility in planning and execution.
• Handle targeted clients based on predefined contracts and frameworks, with limited latitude for deviations.
• Coordinating and managing the end-to-end visa and international travel process for employees travelling abroad for work.
• Managing Travel & Expense sheets for Field Service Engineers and highlighting discrepancies or issues as required.
• Handling visa applications, liaising with embassies and visa agents, overseeing travel logistics, and ensuring full compliance with visa and documentation requirements—serving as the central point of contact for all visa and ticketing-related matters.
• Managing purchase orders, including preparation, issuance, and follow-up until payment completion.
• Analyzing industry trends and demand patterns, supporting senior management with procurement strategies, monitoring supplier performance, and resolving related issues; maintaining accurate inventory records.
• Procuring PPE for Field Service Engineers from qualified and approved vendors.
• Ensuring adherence to company policies and contributing toward organizational goals.
• Handling and coordinating various events in collaboration with internal and external stakeholders.
• Managing data effectively, including ensuring that all contracts are renewed on time and documentation is kept up to date
• Essential Requirements of the role (Experience / Skills / Competencies): -
• Years of experience: Min 3 years’ experience as an office & admin assistant in managing projects, planning and execution.
• Field of experience: In the Admin Assistant Role
• Technical Skills: N/A
• Tools or Software (Required / Preferred): MS Teams
• Education Qualifications: Bachelor’s degree in any discipline from an accredited university or college
• Industry Experience (Required / Preferred): Any industry experience in an MNC
• Target Companies: Any MNC
• Off-limits Companies: N/A
• Required Accreditations / Qualifications / Certification / Licenses, including Driving License: N/A

Desirable attributes of the worker (Experience / Skills / Competencies): -

• Have good communication and negotiation skills.
• Have excellent problem-solving & time management skills.
• Be proficient in MS Office.
• Flexible to accommodate work outside office hours.
• Ability to work independently.

Other Requirements: -

• National or Expat: National only
• Rotation / Work Schedule: 5 days & 8 hours/ day
• Alternative / Target Job Titles: Admin Assistant/ Admin Executive
• Role-based (Office, Onshore, Offshore or Workshop): Office-based in Gurgaon
• Will the worker be working at a customer's facility? No
• Contract Duration: 12 Months
• Number of positions to be filled: 1
• Languages Required & Proficiency Level: English
• Does the candidate need to be currently in the country? Yes
• Rest of Offer Details (e.g. overtime, standby/travel rate…etc): N/A
• Candidate should be available to join before: ASAP

Pay: ₹50,000.00 - ₹75,000.00 per month

Benefits:

• Health insurance
• Internet reimbursement
• Paid sick time
• Provident Fund

Work Location: In person