Head - Administration

Role Description:

Working precisely with Assistant Manager - Admin and Manager - Admin and oversees all aspects of administrative coordination, logistics and to meet all the conditions for a perfect welcome for all visitors and security of artworks.

Responsibilities include but are not limited to the following:

- Oversee facilities services, maintenance activities and tradesperson (e.g. electricals, plumbing, AC works etc.)

- Ensure operations adhere to policies and regulations as per the pre-defined SOP.

- Plan and coordinate administrative procedure and system and devise ways to streamline processes.

- Overseeing expense bills received from Various vendors and Reimbursement for staff for various bills and activities.

- Coordinating with all external vendors for their delivery and payments.

- Coordinating with all external vendors for their office related activities.

- Ensuring that the office facilities are properly functioning.

- Repair and maintenance within the office and warehouse.

- Preparing Purchase order for external vendors.

- Creating new vendors if required.

- Negotiating with new vendors for competitive rates.

- Organizing office events and purchasing necessary items for management.

- Arranging travel arrangements including booking hotels and arranging for transportation in absence of a dealing person.

- Manage all office equipment and supplies for the smooth functioning of the office.

- Coordinate with other departments for all special projects.

- Ensuring adequate stock of stationery is maintained in the office for smooth functioning in absence of a dealing person.

- Maintaining consumable materials procurement, stock Inventory at the Store and purchasing various materials as per the requirements.

- Maintaining adequate security at various sites.

- Supervising security guards at HKV and Ghitorni.

- Maintaining the inventory of publications at Ghitorni,

- Issuing various transfer challans for transfer of artwork at various sites.

- Oversee all purchase orders for all departments.

- Management of publications.

- Monthly preparation of various MIS reports and sharing it with Head - Administration.

- Candidates will be responsible for ensuring employee health & safety.

- Responsible for housekeeping and pantry.

- Managing all support staff i.e Security & housekeeping.

Requirements :

- Primary degree and relevant qualifications. Master's degree or MBA and advantage.

- Minimum 8 years of experience.

- Great communication skills internally and externally at both board and operational levels.

- Strong organisation, projects management and multi-tasking skills.

- Competent in all Microsoft and standard marketing-related applications