Job Description

Job Title: Administrator

Location: East Brunswick, NJ

• Experience: 2+ years

Pay Range Minimum: $60,000 per year

Pay Range Maximum: $65,000 per year

A candidate’s pay within the range will depend on their skills, experience, education, and other factors permitted by law. This role may also be eligible for performance-based bonuses subject to company policies. In addition, this role is eligible for the following benefits subject to company policies: medical, dental, vision, pharmacy, life, accidental death & dismemberment, and disability insurance; employee assistance program; 401(k) retirement plan; 10 days of paid time off per year (some positions are eligible for need-based leave with no designated number of leave days per year); and 10 paid holidays per year.

Job Summary:

A Receptionist / Administrator with a focus on customer experience is responsible for creating a positive first impression for clients and visitors while also managing the front desk and administrative tasks. They are the initial point of contact, ensuring a welcoming and efficient experience with a high degree of customer satisfaction within their remit.

The Receptionist / Administrator will be responsible for the day-to-day facility operational support located at East Brunswick, NJ with an emphasis in proactive planning and follow through. The Receptionist / Administrator must focus on continuous improvement of office processes and procedures and be able to plan, schedule and complete special projects to ensure timely and accurate delivery.

Principal Responsibilities: (Essential Function )

Client Engagement – engage closely with local HCL leaders to ensure facility operations meet the needs and requirements of the line of business.

Visitors Management (Client/Employee) - Coordinate conference room set up, coordinating with food vendors/restaurants to deliver food at business requests. Coordinate with internal departments for meetings or events. Respond to inquiries via phone, email or in person.

Policy and Certification Compliance – Know and understand the compliance controls in place for portfolio and take action to maintain compliance. Including but not limited to ISO compliance, H&S Regulations, QCC surveys. Leverage global resources as needed to ensure site compliance.

Health and Safety, Environmental – Maintain facilities in accordance with all occupational health, safety and environmental regulations keeping all records related to the same.

Emergency Management – Maintain local Emergency Management teams including recruitment of floor wardens. Train local staff on Emergency Management Processes as defined by Risk and Compliance

ACS and Security Management – Monitor security guard performance (if applicable at site) and coordinate guard deployment and duties. Document and escalate issues to Security manager.

Ensure CCTV system is continuously functional and promptly report deficiencies. Ensure badge access control systems are continuously functional, as well as historical reporting, and promptly report deficiencies. Ensure door hardware and other security infrastructure is in proper functional order and promptly report deficiencies. Document Visitors through a Visitor Management system or Manual Visitor Log Register.

Site Financials – Maintain facility expenditures in line with portfolio budget including budget tracking, PR and PO management and invoice Payments. Manage lease charge backs. Assisting with annual capex-open budget exercise.

Logistics Management – Receive, Sort, and deliver incoming mail/packages. Coordinate incoming/outgoing domestic and international shipments. Ensure payments are processed on time for logistics vendors. Ensure shipments are processed as per hazmat/international import-export requirements. Partner with Procurement, Freight Forwarding Vendor, and HCL India Customs/Export Compliance Team.

Management Reports – Responsible for monthly reports (Client Visits, GWS Deck, Smart Sheets, GWS SPOCs mapping etc.)

Coordination with Other Enabling functions – Collaboration with HCL HR, Legal, Finance, Risk & Compliance, and other departments to ensure facilities are following all current laws, regulations, and compliance standards. Provide reports to various departments for issues needing their attention.

Other Duties as required – Examples are Chairman visits, CEO support, special events support.

• Be available to go into the office during off hours in case of emergency, corporate events, or to manage vendors who are working on site after hours.
• Investigative skills for diagnosis of building issues so repairs can be completed in a timely manner. You will need basic knowledge of building functions and equipment.
• Event support – support local teams wrt client visits/events.

Job Requirements:

Good organizational skills, high level of accuracy, attention to detail, good judgment, ability to multi-task, prioritize projects and adapt quickly to changing priorities. Exhibits professional concern for the entire organization and always conducts oneself appropriately and professionally.

Respects confidentiality in discussing applicant, client, staff and organizational matters. Possess strong organizational, interpersonal, and communication skills and high attention to detail. Ability to write routine reports and correspondence. Ability to respond to common inquiries from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal group

Computer/Technical Skills:

Must be proficient in MS Office 365 Suite and including Outlook 365.

Skills :

• Strong Communication
• Proficient in Microsoft Office Suite including Office 365
• Interpersonal Skills
• Proven Leadership Skills in Change Management and Team Building.
• Customer Service
• Multitasking
• Administrative Skills

Additional Responsibilities:

• Data Entry: Entering accurate information into systems.
• Filing: Maintaining organized and up-to-date filing systems.
• Mail Handling: Sorting, distributing, and managing incoming and outgoing mail.
• Supplies Management: Monitoring and ordering office supplies.

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