Administrative Assistant and Receptionist

At TDW we put people first - that means working everyday to ensure the pipelines that run through our communities are operating safely and reliably. What sets us apart is our expertise, experience and commitment.

Each day we dedicate ourselves to treating each other, our customers and our community with care and respect.

Mission:
Manage travel and logistics, Facility and employee services of the India location in close coordination with local management, Head HR and HR Team.

Facility Service Management

Housekeeping activities of the entire site in coordination with the housekeeping service provider,
Canteen facility in coordination with canteen vendor in close collaboration with HR team,

Global Mobility & Travel arrangements

Coordinates with the travel agent for international ticket bookings, visa applications, invitation letters, etc.
Coordinates with the travel agent for domestic bookings for service engineers and other team members.
Coordinates with the travel agent for hotel booking and does the direct hotel booking in Vadodara for Local & Foreign visitors

Employee Service

Provide support to all employees for arranging Forex cards and Foreign Currency for international Travel.
Manage Local transport services (bus, car, and employees’ requests in close coordination with local Managers, HR team and service provider.
Provide support to technical staff for local police clearance process.
Organising and arranging functions/events in coordination with HR Manager and different stakeholders
Monitors and administers services related to mobile phone (SIM card) in coordination with the service provider and HR Team

Receptionist & Vendor Management
Answering phone calls and distributing them to appropriate team members.

Provided appropriate guidance to visitors for seating and meeting with company staff.

Coding and submitting vendor invoices for timely payment processing.

Vendor account set-up and keep vendor invoice records.

Order stationary as per requirement and keep their stocks & records.

Timely renew the service vendors & Hotel contracts.  

Experience

High school graduate or equivalent

5+ years of administrative experience preferred

Knowledge, Skills, and Abilities

Excellent and proven ability to remain organized and on task

Excellent interpersonal skills, both for dealing with internal and external customers (calm, courteous, professional, and helpful)

Working knowledge of basic computer programs such as Microsoft Outlook, Word, and Excel, with the ability to learn Microsoft CRM, VMS (Visual Management System, Salesforce, and Dynamics AX.

Fluent in English

Flexibility to handle multi-tasking and prioritize appropriately