Coordinator, Administrative Support

This role is primarily responsible for Coordinating day to day office activities, housekeeping, office security, employee transportation, stock and inventory control of provisions including drinking water, pantry stock etc. budget tracking, complete vendor billing and timely payments, assisting property manager in vendor evaluation, contract renewals these includes Front Office responsibilities, Call Management (Inbound /Outbound), Reception duties, Travel coordination for Guests etc. As part of Property & Administration Team, role will include General Administration Activities comprising Travel coordination, Hotel Bookings, Event Management, supervising Mail room activities and providing support to Senior Management.

• Responsible for maintaining and supervision for all soft services including Housekeeping, Pantry, periodic pest control, tea coffee and drinking water stock and miscellaneous office requirements.
• Complete Security management of the establishment, deployment of security personal, reporting and coordination, material in & out records, access control & cctv data back up.
• Transport Management for all in-house and external Cabs.
• Procurements, vendor negotiations planning for new requirements, Preparation of contract documents and rate contracts, generation of PO, LOI.
• Vendor invoice tracking, reconciliations and submissions.
• Budget Tracking for all P&A line items for Opex and Capex.
• Adhoc project monitoring and working based on P&A team requirements.
• supervising employee transport arrangement, reporting, female rosters, guests / visitors pick up & drops.
• Monthly report and dash board preparation for P & A.
• Manages office decoration during special events / festivals.
• Supporting other support functions for printing of office stationery and other branding requirements like logo printing, ID cards, lanyards.
• Liaison with Landlord as and when required at both Noida & Bangalore location.
• Support audit team during internal audit with document.
• Manage the telephone switchboard, dealing with all incoming calls, ensuring a prompt response to all calls and enquiries.
• Sort and distribute all incoming mail and documents, ensuring WSP procedures with respect to Document Control are followed.
• Manage the booking of meeting rooms and equipment, including organizing refreshments, lunches, etc. and clearing room ready for next meeting.
• Mail room management, organize couriers for international and local deliveries where required. Complete relevant Airway Bill, ensuring all details are accurate and recipients advised. Keep up-to-date record.
• Assist with the typing of letters, reports and general documentation for prospects and projects using WSP templates. Accurate presentation and editing of complex documents using knowledge of engineering terms.
• Manage the driver(s) daily deliveries ensuring important and urgent requests for delivery of items from WSP staff are prioritized and dealt with efficiently.
• Liaise with the HR Department to ensure all new starters are issued with relevant hardware/software.
• Maintain up to date and confidential records for all employees.
• Arrange business cards as and when requested.
• Arrange/ coordinate business travel as requested in line with travel and expense policy.
• Manage the office supplies, stationery, etc. and control of stock on regular basis Report any maintenance issues to the Property Manager.
• Maintain confidentiality at all times and ensure any sensitive issues are dealt with appropriately.
• Ensure that Health & Safety is embedded into all work practices in line with company policies.
• Provide regular work status updates, including risks or concerns, to line manager.
• Attend and contribute in team meetings as required.
• Contribute to the delivery of the business unit strategy.
• Support the companies approach to sustainability.
• Complete accurate timesheets by set deadline.
• Support Administration manager in organizing events and meetings.

Mandatory Skills

• Client Relationships.
• Collaboration & Teamwork.
• Commercial Acumen.
• Adaptability & Learning.
• Capable for direct Interaction with Airlines, Hotels, Vendor management.
• Strong interpersonal skills and People Management.
• Computer skills is must with good knowledge on MS office.

Desired Skills

• Problem solving and conflict resolution skill.
• Decision making skills.
• Achievement of individual business objectives.
• Demonstrates proactive & professional approach to customer service.
• Self-motivated, team player with experience leading a multi-functional team.
• Proven ability to initiate and follow through with improvement initiatives.
• Passion for quality & has an eye for detail to make sure the best delivery of service.
• Flexible & able to adapt to rapidly changing situations.

Qualifications

• Graduate with working knowledge on M S Office with 5+ year's experience in Front Office Management.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.

 

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At “WSP” we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.
• A collaborative team that thrives on challenges and unconventional thinking.
• A network of experts channeling our curiosity into creating solutions for complex issues.

Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.
• Maintain product quality and cultural integrity.
• Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our “Making Health and Safety Personal” initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

With us, you can.
Apply today.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.