Administration and Executive Assistant

Description

Burson is currently looking for Administration Executive and Finance Support for its Mumbai office.

The roles and responsibilities for this position is as mentioned below:

HR support activities:

• Coordinating with HR for new hires: I card, Access card, visiting cards, opening a salary account, and procuring official SIM cards.
• Organizing an employee forum and arranging for snacks Job-well-done certificates, employee vouchers, and hampers Sending monthly attendance reports to HR for the salary process (third-party admin support team).

Calendar management:

• Managing Leadership’s Calendar, Expense etc.
• Approval of attendance and timesheets of their reportees.
• Filling travel expense claims.
• Travel booking, generating boarding passes, filling out travel requests on their behalf, and raising purchase orders for their travel.
• Placing orders for their lunch / team lunches / celebrations, as and when required.

Manpower and office support: -

• Assisting client visits, i.e., informing the base team about the client's arrival, parking, access to the meeting room, and lunch or snack arrangements during the visit
• On request advising or guiding travel arrangements for overall office staff, i.e., booking flights, accommodations, and ground transfers.
• Ensuring and training staff to file expenses with correct approvals in the limited tenure after the travel is complete.
• Procuring official SIMs from Vodafone or Airtel as per the company policies for employee’s official use.

Support to the client servicing team:

• Training to raise purchase order, file expenses and update bank and account details on Maconomy for reimbursement.
• On request, providing estimates for getting client purchase orders for the upcoming activity.

Support to Finance: -

• Blue Dart Airtel & Vodafone working.
• Filling Admin expenses
• Raising purchase order for monthly office purchase sending those purchase order to vendor to seek timely invoices.
• Checking client purchase order and approvals to approve the raised purchase order by client servicing team.
• Approving expenses by checking budget, task description & authorized persons approval. After approving forwarding, it too next level for reimbursement clearance. Maintaining a tracker for estimates Purchase order& its invoice.
• Maintaining PO tracker, estimate file & Estimate tracker.
• Sending purchase order, invoices, and client PO on the DMACQ for Uploading
• Taking provisions on the month end if purchase orders and expenses are not settled by end of the month.
• Chasing affiliate to share the invoices at the earliest.

Requirements

Education: Graduate

Experience: 2- 3 years in Admin, EA roles.