Administrative Assistant and Receptionist

53 TDW India; Vadodara; On-site; INR 300,000 - 420,000; Full time

Job summary

TDW seeks an experienced administrator in Vadodara to manage travel, logistics, facility and employee services at the India location in coordination with local management, Head HR and HR Team.

The role covers housekeeping, canteen, travel arrangements (international and domestic), hotel bookings, employee forex, local transport, visitor support, and vendor management in addition to reception duties.

Qualifications

• High school graduate or equivalent with 5+ years of administrative experience preferred.
• Excellent interpersonal skills for dealing with internal and external customers.
• Proficiency in basic computer programs: Outlook, Word and Excel.
• Ability to learn Microsoft CRM, VMS, Salesforce and Dynamics AX.
• Fluent in English and able to multitask and prioritize.

Responsibilities

• Answer phone calls and direct to appropriate team members.
• Guide visitors for seating and meetings with staff.
• Process vendor invoices for timely payment.
• Set up vendor accounts and maintain invoice records.
• Order stationary and manage stocks; renew contracts as needed.

Skills

Interpersonal skills

Multitasking

English fluency

Organizational skills

Education

High school graduate or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

CRM

VMS

Salesforce

Dynamics AX

Job description

At TDW we put people first - that means working everyday to ensure the pipelines that run through our communities are operating safely and reliably. What sets us apart is our expertise, experience and commitment. Each day we dedicate ourselves to treating each other, our customers and our community with care and respect.

Mission

Manage travel and logistics, Facility and employee services of the India location in close coordination with local management, Head HR and HR Team.

Facility Service Management

Housekeeping activities of the entire site in coordination with the housekeeping service provider, Canteen facility in coordination with canteen vendor in close collaboration with HR team, Global Mobility & Travel arrangements Coordinates with the travel agent for international ticket bookings, visa applications, invitation letters, etc. Coordinates with the travel agent for domestic bookings for service engineers and other team members. Coordinates with the travel agent for hotel booking and does the direct hotel booking in Vadodara for Local & Foreign visitors Employee Service Provide support to all employees for arranging Forex cards and Foreign Currency for international Travel.

Employee Transportation & Administrative Support

Manage Local transport services (bus, car, and employees’ requests in close coordination with local Managers, HR team and service provider. Provide support to technical staff for local police clearance process. Organising and arranging functions/events in coordination with HR Manager and different stakeholders Monitors and administers services related to mobile phone (SIM card) in coordination with the service provider and HR Team

Receptionist & Vendor Management

Answering phone calls and distributing them to appropriate team members. Provided appropriate guidance to visitors for seating and meeting with company staff. Coding and submitting vendor invoices for timely payment processing. Vendor account set-up and keep vendor invoice records. Order stationary as per requirement and keep their stocks & records. Timely renew the service vendors & Hotel contracts.

Experience

High school graduate or equivalent 5+ years of administrative experience preferred

Knowledge, Skills, and Abilities

Excellent and proven ability to remain organized and on task Excellent interpersonal skills, both for dealing with internal and external customers (calm, courteous, professional, and helpful) Working knowledge of basic computer programs such as Microsoft Outlook, Word, and Excel, with the ability to learn Microsoft CRM, VMS (Visual Management System, Salesforce, and Dynamics AX. Fluent in English Flexibility to handle multi-tasking and prioritize appropriately

Company Background

For more than 100 years, we've partnered in the oil and gas industry to deliver innovative solutions that maximize uptime, improve throughput, avoid shutdown and minimize risk. We are experienced at accepting new challenges and responding in a way that meets goals while protecting people, assets and the planet.

\"Throughout the world today, TDW people are known for their dedication to customer service, to quality, to technical competence, to cooperating with each other, and above all, honesty and fair dealing with everyone.\" - T. D. Williamson Jr.