Office Admin & Procurement Assistant

Job Description

Office Admin and Procurement AssistantLocation: GurugramPOSITION SUMMARY:Administration assistant position is responsible for ensuring efficient office management & operation including administrative support to managers, team members and visitors through a variety of tasks related to organization and communication. He/She will be responsible for managing administrative/office procurement and spend management guided by Cepheid Policies and SOP s. Will be single point of contact for all Administration and Facility.ESSENTIAL JOB RESPONSIBILITIES:

• Indirect Procurement & Spend Management
  • Responsible for managing spend of all Indirect commodities Travel, Office Supplies, Facilities Management, Real Estate, Marcom, IT, HR, Office MRO, Energy/Utilities and Business Services.
  • Creating purchase orders on SAP for all Indirect(non-mfg.) procurement once approved thru i-buy.
  • Support Supplier agreement process where required for Indirect categories.
  • Align Indirect commodity management with Local & Global processes & Policies.
• Travel Management
  • Responsible for training teams on Travel Policies and guiding them to promote online travel booking thru Cepheid preferred vendors Air Travel, Hotels and Rental Cars.
  • Arrange travel as required thru manual process per policy including flights, hotels, transfers, visas, etc.
  • Manage the relationship with preferred Travel partners and conduct monthly analysis to understand compliance reporting and cost saving opportunities.
• Events
  • Arrange or support the organisation of internal and external meetings
  • Ship Conference materials as required including banners, literature, evaluation forms, giveaways, brochure stands
  • Provide support as required on issues such as agenda, programme, mailing lists, invitations, delegate badges, CPDs, delegate bags, ship banners, literature etc.
  • Evaluate Event Management suppliers and support Organization to make the right decision thru comparative analysis Cost, Compliance and Delivery.
• Marketing materials
  • Support all aspects related to production, ordering and stock of marketing and promotional material.
  • Co-ordinate with Marketing team and create Preferred vendors to support team to drive cost reductions and turn around time in Marcom category.
  • Align processes and policies to global Marcom commodity management.
• Reception
  • Professionally deal with visitors and all incoming enquiries to the office
  • Create, manage and align Visitor SOP s to ensure alignment with Danaher COVID-19 guidelines.
  • Ensure and report compliance to all Visitor SOP s on monthly basis.
• Office & Facilities Management
  • Ensure availability of all Office supplies/materials for smooth functioning.
  • Coordinate with Buildings Common Facility Management teams for any support needs HVAC, Maintenance, common building issues etc.
  • Facilities Vendor Management Manage relationship s with External preferred Facilities vendors for AMC s, Breakdowns and spare parts management.
  • EHS Work with Cepheid India EHS team for completion of all office compliances.
  • Work with IT team ensuring performance of common IT equipment- MFD, Projectors, Servers and Networking.
  • Co-ordinate with Office Housekeeping staff to ensure all office deliverables.
  • Create incoming/outgoing courier SOP s and ensure all associates alignment to same.
• Provide administration support for General Manager & APAC leadership team
  • organize and coordinate meetings, conferences, travel arrangements
  • arrange and confirm appointments, as and when required
• Liaise with US / European HQ & Global functions as required
• Support the implementation of new Cepheid administrative systems, policies and procedures to meet local, regional and global guidelines

TRAINING RESPONSIBILITIES:

• Complete all assigned and required training satisfactorily and on time
• Training all local indirect suppliers on Cepheid procurement processes and guidelines
• Completing trainings on procurement tools i-buy, i-source and SAP Procure to Pay module.

MINIMUM REQUIREMENTS:Education and Experience (in years): Essential:

• High school degree (or equivalent experience) with 2-4 years of relevant work experience.

Desired:

• High school degree (or equivalent experience) with 5+ years of related work experience.
• Diploma in Administration and Management
• Added advantage - Diploma in Engineering or in Indirect Procurement management

Knowledge and skills:

• Adaptable & flexible approach, with a can-do attitude
• Demonstrate an advanced level in Excel, Word and PowerPoint.
• Work independently in a structured manner with the ability to priorities tasks
• Demonstrate extensive experience providing a high level of customer care for both internal & external customers
• Able to work on own initiative
• Well organized with an eye for detail
• Ability solve problems and identify improvements
• Calm under pressure

Other:

• Results driven and self-motivated with a demonstrated ability achieve measurable goals
• English proficiency required
• Teamwork, autonomy, availability, organizational awareness.

Danaher Corporation and all Danaher Companies are equal opportunity employers that evaluate qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other characteristics protected by law. The EEO is the Law poster is available here .,

Keyskills :
purchase orderscost savingevent managementonline traveldeliveryprocurementtravel bookingbasisnegotiationpurchasecustomer caremailing listsservice center operationsair travel