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ADMIN: Corporate (ROCKET SALES CORPORATION)
Job - Activities
Ø Utilities
ü All Utility bills should be paid by 10th of every month and these should come in Soft copy in admin mail.
Ø Non Utility
ü All non utility services should be done as per schedule , either monthly , fortnightly, weekly, or daily. ( refer to attached job list with details of utility items)
ü Lift - should be kept in good working condition at times to avoid any accidents or any breakdown. Monthly maintenance should be taken care of as per schedule.
ü Air conditioners should be maintained and temperature regulated.
ü Ensure there is no misuse of AC in discussion room, chambers, conference room etc where there are individual AC.
ü Consumables like tea, coffee, cups ,water etc should be in stock at all times.
ü Housekeeping services in Rocket Sales Corp from Basement to Terrace and take special care of Chairmans floor and executive toilets in all floor. All tissues , soaps to be checked.
ü Any repairs/ replacement should be notified to management and accordingly work.
Ø Mandir:
ü This is managed by Tenth floor and Roopa Jain. Provide support related to requirement of sub staff for making bhog and any other admin related matter as and when required.
Ø Canteen:
ü This is managed by Mr. Anil Jain & Amit Singh. Provide support related to requirement of sub staff for any other admin related matter as and when required.
Ø Guest House:
ü This is managed by Roopa Jain. Provide support related to requirement of sub staff or any other admin related matter as and when required.
ü Peons should be posted on all floors as per requirement and back up should be kept when they are on leave.
ü They should be in uniform at all times and have the basic etiquette to talk to employee and do the job given.
Ø Vendor Management:
ü Complete vendor list of all the activities, materials and services required.
ü Minimum three vendors with quotation for each item with name address and phone numbers.
ü All files must be maintained with complete details of all transactions .
Ø Pest Management:
Pest Management should be done from time to time as per schedule .
Ø Inventory :
üComplete inventory management of stationary, housekeeping materials, electrical items, items at basement, mandir, canteen, crockery at ground floor etc to be checked and MIS to be maintained.
üKey Management of all floors, doors, chambers, cabinets drawers etc to be kept with proper marking & Numbering. When an employee joins keys to be issued and then received back after his separation.
Ø MIS :
üAll bills should be scanned and kept in marked folders month wise in proper system.
üPeriodical MIS for all activities.
üSeating Chart
üKTX chart
üSim Card & Data Card chart
üBlackberry activation chart
üPetty Cash status
üUtility Charts
üCabinet charts
üVendor tracking sheet.
üTea coffee consumption charts to identify how much is consumption of which item and accordingly place order.
üList of new joinee / exit clearance chart
üCar Hire
üStationary Distribution.
üAny other MIS required to be made from time to time.
üTotal billing statement for payment made for each month.
ü Payment made for previous month/ outstanding amount for previous month and current month dues. Eg. Payment made in July, Outstanding amount for July and current due for August.
ü Summary of complains & Resolution
Ø Joining & Exit of employees:
üDuring joining and exit all formalities should be completed in coordination with HR & EDP. Checklist for entry and exit should be duly followed at all times.
Ø EPABX at Rocket Sales Corp
ü Coordinate with EDP for shifting of phone lines as per requirement.
Ø Back Up of Data Base
ü Regular back up of all Admin data ,including all vendor dealing, repairs, replacement, any other important work or event when any Admin employee leave the company.
Ø Budget / Billing
Billing System Management:
ü Invoices received during a calender month and due dates.
ü Proper documentation of each invoice : Scan copy , hard copy to be maintained so that information received is as per vendor, month , nature of services.
ü Follow up with accounts department for billing related information.
Ø Cash Management
ü Petty Cash to be handled for Evening snacks, repairs and any other petty expenses required daily as per instruction and approval. Cash statement to be kept ready at all times.
Ø Courier Management
ü Incoming and outgoing courier to be managed with agencies . All outgoing couriers should be signed by respective HODs before dispatch.
Ø Events
ü For any event in Rocket Sales Corp, Rocket Home or any other location of Rocket Group, Admin support and infrastructure to be provided & managed as per requirement.
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