Office Administrator

Office Administrator and Safety Coordinator Role – Bangalore Office

Arup is an independent firm of designers, planners, engineers, consultants and technical specialists offering a broad range of professional services. Independent in ownership and spirit, we combine innovative digital solutions and processes with our domain expertise across the built environment to make a positive difference to the world. Arup's purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

Grade: 4

Location: Bangalore

Job brief/purpose

Office Administration and Safety Co-ordination Role – ensuring the effective functioning of Bangalore Office, provide support and assistance to the multi-disciplinary team in these areas

Role and Responsibilities

We are looking for an individual who is passionate and enthusiastic in ensuring an office running efficiently and effectively and who is seen by their peers as a team player and works in a collaborative/proactive manner, is self-motivated and adaptable. The role will be based in our Bangalore office with responsibility to play a pivotal role in three main functions that include Office Safety Co-ordination and general administration and an oversight role in managing the front office reception. The successful candidate will report to the Bangalore Office Leader and will be engaging with key stakeholders across other offices

Office facilities & Administration:

Act as the focal point for Bangalore office, creating a firsthand impression with clients, collaborators by being meticulous in responding to events thereby displaying professionalism. Self-motivated individual who has a passion to learn and develop in the role with the growth of the organization

·       Managing the office facilities well and ensuring the equipment/systems are well maintained at all times

·       Managing the housekeeping and security contract staff and monitoring their work having an oversight role on the timely maintenance and urgent repairs that many arise

·       Interface and maintain good relations with the landlord/office service provider, assist in moving of office, new office search, etc as we going through a phase of growth and expansion

·       Vendor management, this include appointing, facilitating (minimum 3 quotes) and coordinating with vendors & suppliers as required from time to time

·       Develop good working relationships with team leaders and third party partners/collaborators for requirements and to ensure that project and office deadlines can be achieved in a timely manner

·       Coordinate courier services for the office and handle incoming calls/general mails and dealing with courier/post – in & out

·       General project support – scanning, printing, filing and managing Office Stationery, first-aid kit & Pantry stock keeping

·       Coordinate with IT for IT equipment and stocks and maintain and manage both the hardcopy filing and electronic files as appropriate

·       Co-ordination and organisation of monthly team meetings in the office, assist in the co-ordination of office and client social events, and management of archiving records for completed projects

·       Co-ordination of conference/ meeting room reservations

·       Smooth onboarding for new joinees, managing seating arrangements, etc

·       Making visitors feel welcome in the office, and briefing them on H&S, and the amenities

·       Maintenance of the noticeboards with H&S, Staff, News articles and assist in the H&S tasks, maintain records to facilitate internal and external audits

·       Support and assist with the implementation and maintenance of the HSEQ systems in the office

·       General administration work for the office and general support to Senior Staff Members

·       General support to HSEQ India Manager

Requirements:

·       An appropriate graduate degree and preferably a secretarial diploma

·       8 to 10 years of experience with significant experience relevant to the role  

·       Preferred to have certification in following areas: NEBOSH IGC, IOSH Managing Safety, First Aid Certification

·       Underpinning knowledge on Safety Management systems and ISO 45001

·       Demonstrated experience in office safety, risk assessment, emergency response is preferred

·       Proficient with MS packages particularly Microsoft Outlook, Word, Excel and PowerPoint, One Drive, Acrobat Reader / Writer, Visio etc

·       Preferred to have hands on experience in analysis tools such as Power BI, etc

·       Excellent in spoken and written English with good organizational skills and the ability to multi-task

·       Good interpersonal skills and team player, agile and resilient

·       Ability to manage confidential information

Kindly note, that we may close the role earlier than the advertised date should we receive a large number of applications, so please ensure you apply early