Company Description

Ausweg Info Controls Pvt Ltd integrates Operational Technology (OT) and Information Technology (IT) to provide innovative and customized solutions for a sustainable future. We conceptualize, plan, design, build, and deploy high-quality engineering solutions in the field of mechatronics, industrial automation, robotics, and IIoT. Our mission is to improve the quality of life by making the world more productive and sustainable through technology. By choosing us and its solutions, you’re investing in future technology.

Role and Definition

An Administrative Executive is a skilled professional responsible for efficiently managing administrative operations, supporting organizational functions, and facilitating effective communication within the company.

Responsibility Deliverable

• Office Management:
  Ensure the day-to-day operations of the office run smoothly and efficiently.
  Manage office supplies, equipment, and facilities to ensure they are well-maintained and operational.
• Documentation and Record Keeping:
  Maintain and organize company documents, records, and files for easy retrieval.
  Ensure compliance with document retention policies and data protection regulations.
• Scheduling and Coordination:
  Schedule meetings, appointments, and events for executives and teams.
  Coordinate travel arrangements and accommodations as required.
• Communication Management:
  Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
  Maintain communication tools and platforms for effective team collaboration.
• Visitor Management:
  Greet visitors, clients, and guests and ensure they have a positive experience.
  Manage visitor logbooks, security clearances, and access to the premises.
• Vendor and Supplier Management:
  Liaise with vendors and suppliers to order office supplies, equipment, and services.
  Maintain vendor relationships and negotiate favorable terms.
• Budget Monitoring:
  Assist in monitoring and managing administrative budgets, expenses, and cost control.
  Prepare expense reports and track spending against allocated budgets.
• Event Coordination:
  Plan and execute company events, workshops, and seminars.
  Coordinate logistics, catering, and event-related tasks.
• Data Entry and Analysis:
  Enter and maintain accurate data in databases, spreadsheets, and software applications.
  Prepare reports and summaries based on collected data.
• Employee Support:
  Assist with onboarding new employees by providing necessary information and resources.
  Address employee inquiries related to administrative matters.
• Health and Safety Compliance:
  Ensure compliance with health and safety regulations and protocols within the office.
  Implement safety measures and emergency response plans.
• Facility Maintenance and Upkeep:
  Coordinate facility repairs, maintenance, and janitorial services.
  Ensure a clean, organized, and safe workspace for employees.
• Meeting Support:
  Prepare meeting rooms, equipment, materials, and refreshments for meetings.
  Assist in documenting meeting minutes and action items.
• Confidentiality and Data Protection:
  Handle sensitive information and maintain strict confidentiality.
  Adhere to data protection and privacy policies.
• Administrative Support:
  Provide administrative assistance to executives, managers, and teams as needed.
  Assist with tasks such as filing, typing, and correspondence.
• Process Improvement:
  Identify opportunities to streamline administrative processes and enhance efficiency.
  Propose and implement improvements to workflow and procedures.

Tasks and Activities

• Office Management:
  Oversee the day-to-day operations of the office to ensure its smooth functioning.
  Manage office facilities, equipment, and supplies to ensure they are well-maintained and operational.
• Front Desk Operations:
  Greet visitors, clients, and guests with a positive attitude.
  Answer phone calls, direct inquiries, and manage the reception area.
• Scheduling and Coordination:
  Schedule appointments, meetings, and events for executives and teams.
  Coordinate calendars, book meeting rooms, and manage logistics for events.
• Communication Handling:
  Handle incoming and outgoing communication, including emails, phone calls, and postal correspondence.
  Distribute messages and important information to relevant parties.
• Document Management:
  Organize, maintain, and manage company documents, records, and files.
  Ensure documents are properly labeled, stored, and easily retrievable.
• Travel and Accommodation Arrangements:
  Coordinate travel plans, accommodations, and itineraries for employees and executives.
  Ensure travel arrangements are well-organized and meet the required schedules.
• Vendor and Supplier Coordination:
  Communicate with vendors and suppliers to place orders for office supplies, equipment, and services.
  Manage vendor relationships and negotiate terms as needed.
• Expense Tracking and Reporting:
  Assist in monitoring administrative budgets, expenses, and cost control.
  Prepare expense reports and maintain accurate financial records.
• Event Planning and Execution:
  Plan and organize company events, meetings, workshops, and seminars.
  Coordinate event logistics, invitations, catering, and necessary arrangements.
• Data Entry and Reporting:
  Enter data accurately into databases, spreadsheets, and software applications.
  Prepare reports, summaries, and presentations based on collected data.
• Employee Support:
  Assist in employee onboarding by providing necessary information and materials.
  Address employee inquiries related to administrative matters.
• Health and Safety Compliance:
  Ensure compliance with health and safety regulations within the office.
  Implement safety protocols, maintain emergency procedures, and conduct safety drills.
• Facility Maintenance and Upkeep:
  Coordinate maintenance tasks, repairs, and janitorial services for office facilities.
  Monitor the cleanliness, organization, and safety of the workspace.
• Meeting Support:
  Prepare and set up meeting rooms with necessary equipment and materials.
  Assist in documenting meeting minutes, action items, and follow-up tasks.
• Confidentiality and Privacy:
  Handle sensitive information with discretion and maintain confidentiality.
  Adhere to data protection and privacy policies.
• Administrative Assistance:
  Provide administrative support to executives, managers, and teams as required.
  Assist with tasks such as typing, filing, photocopying, and correspondence.
• Process Improvement:
  Identify opportunities to streamline administrative processes and enhance efficiency.
  Propose and implement improvements to workflow and procedures.
• Team Collaboration:
  Collaborate with colleagues and departments to ensure seamless administrative operations.
  Communicate effectively to address administrative needs and priorities.

Job Types: Full-time.

Experience: 0 – 3 years

Connect Directly with our Hiring Team +91 89259 03146 or

Drop us an email at hr@ausweginfocontrols.com