Office Assistant

Avance Consulting; Austin (TX); On-site; USD 60,000 - 95,000; Full time

Job summary

Avance Consulting is seeking an Executive Administrative professional to independently perform day-to-day office tasks in alignment with Management systems. Responsibilities include receptionist duties, client coordination, facility management, security and compliance, procurement, and budgeting support.

The role requires 5–10 years of administrative experience in a medium-sized facility, excellent English communication, and strong MS Office skills.

Qualifications

• 5-10 years’ experience in Administrative Function of a medium sized facility (>300 associates) preferred.
• Excellent English communication skills (written & verbal).
• Strong Microsoft Office skills (Word, Excel, PowerPoint).
• Knowledge of Office Management, Safety, physical security systems, and IT security policies.
• Personnel management, procurement, and finance/accounting processes knowledge.
• Team player with good interpersonal skills in a multicultural environment.
• Strong organizational, analytical, and quick decision-making abilities.
• Proactive, self-motivated, flexible, adaptive, and able to multitask; on-site availability.

Responsibilities

• Reception Management and front desk coordination.
• Coordinate client visits, travel, accommodation, and events.
• Receive and dispatch packages; mail collection and distribution.
• Maintain conference rooms and equipment; liaise with building management.
• Manage security, housekeeping, inventory, and procurement processes.
• Monitor CCTV and access control, ensure compliance with security policies.
• Prepare MIS for expenses, seat occupancy, budgeting; assist with vendor agreements.
• Ensure compliance with health, safety, and environmental guidelines; conduct drills.

Skills

English communication

Organizational skills

Analytical problem solving

Multitasking

Team player

Adaptability

Tools

Microsoft Office

Job description

The Executive Administrative position would be responsible for independently performing as Office Assistant, day to day tasks in alignment with Management systems.

• 5-10 years’ experience in Administrative Function of a medium sized facility (> 300 associates) preferred.
• Should possess excellent English communication skills (written & verbal)
• Should have good computer skills: Microsoft Office (especially word, excel, power point etc.).
• Should have knowledge of: (1) Office Management & Maintenance activities, (2) Safety, firefighting and fire control systems, (3) Physical security system and its integration with IT security policies / requirements, (4) Personnel management, (5) Purchase / Procurement processes, (6) Finance / Accounting processes etc.
• Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Should possess: (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.
• Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work outside of regular business hours if needed.

The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with Management systems. The responsibilities involve:

• Reception Management
• Receive clients & guest at the front desk. Review and coordinate all arrangements as required for Client visits (including making arrangement for local travel, transportation, accommodation, banquets etc. in consultation with Admin N.A. Corporate Office.
• Receive & dispatch Fedex, UPS, DHL and other packages
• Mail collection and distribution.
• Maintain conference room reservations, and ensure rooms are cleaned & ready for meetings.
• Maintain cleanliness and maintenance of Equipment of the location & liaison with Bldg management for the same.
• Maintain Seat Occupancy data.
• Arranging various events (in-house, as well as external) as requested by the location leadership (while abiding with all Policies / Guidelines)
• Billing and any other Admin duties that may be required / assigned by Supervisor from time to time.
• Facility Management: Handling all aspects of Facility Management (comprising of but not limited to Managing Security requirements, Housekeeping, Material Movement, Front Office Management, Inventory Management, Compliance Management etc.)
• Security: Handling all aspects of Physical Security, including but not restricted to ensuring optimum functioning of all Security and Access Control Systems. The role involves monitoring CCTV coverage, analysis of CCTV and Security systems data, Electronic access functions involving assigning / revoking, reconciliation of data, report generation etc.), with a view to ensure implementation of and compliance with all Information & Security Policies.
• Procurement and Inventory Management – Timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.
• Purchase Functions: Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of Purchase policies as enshrined in Purchase Manual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments etc
• Audits: Ensure audit readiness of the location at all time by complying with and enforcing Policies.
• Ensuring that the location complies with all statutory requirements, building codes etc.
• Others: Ensuring compliance and adherence to Work Environment Guidelines (WEG) and HSE Guidelines (Processes which will be made available later).
• Maintaining record of Health Safety Environment Data as per the process to be able to go through internal/external audit.
• Conduct Fire Safety & Health Safety Briefings & Drills at regular intervals to ensure compliance with Policies.
• Coordination with Property Managers to ensure a conducive working environment on site and to ensure compliance with Statutory and building guidelines and for conduct of above drills.
• Ensuring 100 percent availability of all Safety, Security Equipment and other office systems / equipment.
• Ensuring policies relevant to material movement and Shipping are complied with.
• Coordination with various stake holders (both internal and external), regular liaison / interaction with Senior Executives to understand project requirements and other aspects requiring Admin attention.
• Liaison with landlord and other stake holders at regular intervals to build a working relationship so as to be able to meet various requirements.
• Making MIS for Expenses, Seat Occupancy, Seat Management, Budgeting, Provisioning, etc.
• Preparation of Annual and Quarterly Budget of the location in consultation with Location Admin Head and having the budget and expenses reviewed/approved by Head of Administration, NA.
• Monitoring budget utilization and invoice payment process. Create and update spreadsheets as required.
• Ensuring valid agreements are available for all vendors.
• Be ava ilable on site on all working days to ensure effective Administration of the premises.
• Undertake any role or task as assigned by Supervisor