Admin & Facilities Coordinator

Greeting you from TTI

JOB DESCRIPTION

Title:- Admin & Facilities Coordinator

Location: Bangalore, India

As an Admin & Facilities Coordinator, he/she will play a pivotal role in ensuring the smooth operation of our executive's daily activities and contributing to the overall efficiency of the organization.

This position will report to the highest-level manager (s) (currently senior manager) supporting the TTI GRC organization.

You will be responsible for managing a variety of administrative tasks, supporting communication efforts, coordinating travel arrangements, and assisting in document preparation.

ACCOUNTABILITIES & ESSENTIAL FUNCTIONS

Document preparation & Management:

• Maintain and update functional charts to reflect the current organizational structure.
• Ensure that changes in roles, departments, and reporting lines are accurately represented.
• Assist in the creation of reports, presentations, and spreadsheets, ensuring accuracy and adherence to company standards.
• Prepare meeting agendas, materials, and presentations. Attend meetings, take notes, and follow up on action items to ensure efficient communication and execution.
• Assist the Manager in setting up new positions.
• Raise new user requests and coordinate with the admin team for timely onboarding.

Stakeholder Communication:

• Oversee the drafting and sending of outbound messages to stakeholders, particularly in large groups.
• Ensure the messages are clear, professional, and aligned with the company's communication guidelines.

Travel Arrangements:

• Coordinate all travel arrangements, including flights, accommodations, and transportation, for both incoming and outgoing travel.
• Ensure that travel plans are well-organized, cost-effective, and aligned with the travelers' preferences.
• Arrange local reservations as requested, such as meeting venues, restaurants, and other facilities.
• Ensure that all reservations are made in a timely manner and meet the requirements.

Task Prioritization & Problem Solving:

• Identify urgent and important tasks, manage deadlines, and effectively communicate priorities to the executive.
• Anticipate challenges and proactively find solutions to streamline processes and improve workflow.
• Maintain confidentiality of sensitive information and handle it with the utmost discretion.

SKILLS & CERTIFICATIONS

• Excellent organizational and multitasking skills.
• Exceptional verbal and written communication abilities.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Discretion and professionalism in handling confidential information.
• Prior experience in administrative or executive support roles is a plus

Requirements

• Bachelor's degree in a relevant field.
• Minimum of five years of related to admin experience required.
• 5+ years of admin & facilities overall required.
• Minimum Highly Effective performance in current role.

If Interested, Contact Pooja.M@mouser.com