Administrative Assistant

Kraft Heinz; Bengaluru; On-site; INR 550,000 - 1,000,000; Full time

Job summary

Kraft Heinz Bengaluru is seeking an Administrative Operations professional to oversee daily operations, coordinate across departments, and manage documents, vendors, transport, and facilities. The role supports HR in events and staffing, ensuring smooth office function and efficient workflows.

The ideal candidate will handle travel, rosters, room bookings, and digital organization, while maintaining high standards of compliance and service across the floor.

Responsibilities

• Administrative Operations Oversight: Supervise tasks and maintain floor efficiency.
• Coordination and Process Improvement: Collaborate across departments to streamline operations.
• Document Handling: Organize company documents and records for easy access.
• Office Supplies and Inventory Management: Monitor stock levels and assist budgeting.
• Compliance and Staff Training: Enforce policies and provide staff training.
• Vendor Relations: Onboard and coordinate vendors for services.
• Transport and Cafeteria Management: Manage employee transport, rosters, and cafeterias.
• Event Collaboration: Work with HR to organize corporate events and logistics.
• Digital Organization: Maintain digital files for easy retrieval.
• Meeting Coordination: Schedule virtual meetings, webinars, and conference calls.
• Data Entry and Research: Perform data entry and online research for operations.
• Travel Coordination: Arrange travel, accommodations, and transport for employees.
• Task Prioritization and Follow-Up: Track deadlines and actions to meet instructions.
• Visitor Management and Office Maintenance: Welcome visitors and ensure sanitation and housekeeping alignment.
• Room Booking and Scheduling: Manage meeting/training room bookings and prevent duplicates.

Job description

• Administrative Operations Oversight: Meeting with paragraph team to Supervise tasks, discussion on operational issue, taking follow ups and maintain operational efficiency within the floor.
• Coordination and Process Improvement: Collaborate with departments to streamline operations, enhance organizational effectiveness, and boost overall efficiency.
• Document Handling: Organize company documents, records, and files for easy access and retrieval when required.
• Office Supplies and Inventory Management: Ensure proper stock levels for smooth operations, assist in budgeting, and oversee financial processes.
• Compliance and Staff Training: Uphold company policies, supervise staff, and provide training to maintain standards.
• Vendor Relations: Onboard, manage, and coordinate vendors for smooth services and relationships.
• Transport and Cafeteria Management: Manage employee transport & creating roaster for employees as per shift wise, cafeteria operations, facility logistics, and coordinate food arrangements for shifts. Arrange special meals upon team requests from contracted vendors.
• Event Collaboration: Work closely with HR to organize corporate events, including accommodations, transportation, and stakeholder arrangements.
• Digital Organization: Maintain digital files, documents, and records for easy retrieval and accessibility.
• Meeting Coordination: Coordinate virtual meetings, webinars, and conference calls to ensure seamless communication and collaboration.
• Data Entry and Research: Perform accurate data entry tasks and gather necessary information through online research for business operations.
• Travel Coordination: Assist in travel arrangements, accommodations, and transportation for employees and stakeholders.
• Task Prioritization and Follow-Up: Coordinate tasks, deadlines, and deliverables to ensure timely completion, following up on action items to meet instructions.
• Visitor Management and Office Maintenance: Welcome visitors, direct them appropriately, manage office hours, ensure sanitation, and collaborate with housekeeping and vendors for administrative tasks.
• Room Booking and Scheduling: Manage meeting and training room bookings, maintain cleanliness, and arrange necessary stationery. Prevent duplicate bookings by coordinating and managing appointments, meetings, and conference room schedules effectively.