Office Administration Support - Pune

Overview

Connecting clients to markets – and talent to opportunity.

With 6000 employees and over 400,000 retail and institutional clients from more than 80 offices spread across five continents, we’re a Fortune-100, Nasdaq-listed provider, connecting clients to the global markets – focusing on innovation, human connection, and providing world-class products and services to all types of investors.

Whether you want to forge a career connecting our retail clients to potential trading opportunities, or ingrain yourself in the world of institutional investing, the StoneX Group is made up of four segments that offer endless potential for progression and growth.

Role Overview & Purpose:

We are looking for a receptionist and front office manager to manage our reception area. As the first point of contact for our clients and employees in our newly built Pune office, the primary function of this role is working as a office admin providing a professional and welcoming environment for all. Our Pune office is located at Panchshil Business Park, Viman Nagar 

Responsibilities

Position Purpose: Direct and coordinate office services, vendor management, office supplies, office equipment’s and Housekeeping &Security services. Provide support to the local senior executives including coordination of special functions and events as well as overall responsibility for all front office activities including the oversight and management of reception area office support teams. 

Primary Accountabilities/Responsibilities:

• Provides general support to the office and all other local/visiting senior management
• Provides a secure workplace through confirming/controlling admittance of guests.
• Organize & helps in negotiation for the purchase of office supplies and furniture, office equipment, etc.in accordance with company purchasing policies and budgetary restrictions.
• Monitors contracts / AMC and helps in negotiation with vendors of office equipment’s and services.
• Supervises the maintenance of office equipment and services, including copier, fax machine, coffee/water machine, HVAC, lighting UPS, etc.
• Supervises the preventive maintenance and day-to-day maintenance of office areas and equipment as well as layout, arrangement and housekeeping of office facilities & security staff.
• Initiating process of new vendor on boarding & contract management in accordance with company policies
• Addresses or troubleshooting building related problems with property management.
• Coordinates day-to-day operations of the facilities (such as recycling, changing light bulbs, heat problems, water problems, general repairs, etc.)
• Communicates general office announcements via e-mail, distributes security badges to new employees and assists with the planning of meetings and company social events.
• Coordinates new hires, completes paperwork, arranges badge appointments, provides office/facility tours and information.
• Maintains prompt and regular attendance.
• Point person for maintenance, mailing, shipping, supplies, equipment and bills
• Organize and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Organize company events and conferences
• Keep reception area and meeting rooms tidy
• Set up audio visual systems and trouble shoot problems in meeting rooms, engaging service desk when issues cannot be resolved
• Monitor Employee transport and accommodation
• Print access cards and assist managing the access control system
• Maintain various spreadsheets with live data

Qualifications

Desired Skills:

• 4 years’ experience as a office admin, preferably in an MNC
• Strong Microsoft Office (Excel, Word, Outlook, Teams) skills
• Strong organisational skills
• Excellent time management skills / ability to prioritise
• Well-presented remaining calm under pressure
• Friendly and confident persona
• Strong attention to detail and able to use initiative
• Team player with the ability to work independently and reliably on routine or specific tasks
• Flexibility with approach to work and daily tasks

Job Requirements:

• Bachelor’s degree or equivalent combination of education and experience
• Minimum 4 years of relevant experience
• Excellent verbal and written communication skills.
• Excellent phone etiquette, interpersonal and customer service skills.
• Knowledge of MS Office (Word, Excel, Outlook, Access) 
• Strong organizational skills and ability to multi-task.
• Ability to work independently on assigned tasks as well as to accept directions on given assignments.
• Demonstrates effective negotiation and closing techniques.
• Punctual.
• Ability to work in a team environment.
• Ability to work occasional irregular hours
• Professional appearance.

Class: Full-time

• Physical requirements/Working conditions:
• Climate controlled office environment
• Dynamic, time-sensitive environment
• Work from office only