Job Description

Title: Executive/ Senior Executive, Administration Department

Company Name: Signet Enterprises Ltd.

Vacancy: 02

Job Location: Dhaka (Gulshan)

Employment Status: Full-time

Educational Requirements:
∎ Master of Business Administration (MBA)

Experience Requirements:
∎ At most 2 year(s)
∎ The applicants should have experience in the following area(s): Administration, Office Management
∎ The applicants should have experience in the following business area(s): Buying House, Garments, Multinational Companies
∎ Freshers are also encouraged to apply.

Job Responsibilities:
∎ Office Facilities Management:
∎ Prepare list and Procure all necessary items that require for day-to-day office operation.
∎ Keep available all necessary items in stock e.g. stationary items, tea-coffee, guest entertainment items (need to make list) and generate a monthly report.
∎ Oversee the preparation, analysis, negotiation related to purchasing materials, supplies, products, or services.
∎ Procure at least 50% necessary materials through online to save time and money.
∎ Provide material to employees against requisition / demand and keep record.
∎ Ensure that all materials are efficiently used.
∎ Generate Weekly report of material consumption and stock.
∎ Respond to the caller / demand within 5-10mins and meet the expectation.
∎ Inbound & Outbound Stuff Tracking:
∎ Maintaining proper record of all Inbound and Outbound Stuffs, e.g. Document, Letter, Parcel, Sample, Cartons etc.
∎ Ensure that all outbound stuffs have proper authorization to pass through the gate.
∎ Weekly verify the Register.
∎ Office Car Management:
∎ List out the office car with driver allocation.
∎ Maintain logbook for car documentation validity, expiry and renewal.
∎ Check if the drivers are maintaining the logbook properly e.g. Day-wise trip record, fuel and milage record, service/maintenance record, parts replacement record.
∎ Respond the transport requisition in mail within 10-15mins after getting the demand during office hour. Off-office confirm by text and send mail in the following day.
∎ Generate monthly report for each car movement and total fuel, maintenance and other cost within 3-working day of following month.
∎ Generate an inspection report after maintenance of cars to verify the condition and parts change (if possible).
∎ Take daily reporting of all drivers and update attendance log.
∎ Checking the Overtime of drivers.
∎ Ensure that drivers do not take assignment without the permission of Admin.
∎ Workplace Safety & Hygiene:
∎ Ensure that entire office area is clean and tidy.
∎ Make Hourly cleaning schedule and cleaning staffs should follow the schedule and sign in a logbook.
∎ Set-up first aid boxes in each floor with necessary medicine.
∎ Maintain a register for medicine use and prepare a monthly report.
∎ Check Fire safety equipment in monthly basis and maintain a checklist and sign it.
∎ Make check list for Toilet cleaning and sign in a logbook in every hour.
∎ Discuss with every employee to keep his/her desk area very clean and tidy.
∎ Do not allow any employee to keep cartons and materials in the walkway and haphazardly.
∎ Move around the floor once in every two hours to see the cleanliness of the floor.
∎ Ask all employees to cleanup desk and nearby area once in every two hours to keep work-stations very clean and good looking.
∎ Every employee must clean & organize his/her desk before leaving the office. It's mandatory.
∎ Remove all unnecessary material, carton, garments in weekly basis. Each Sunday should be declared as cleaning day.
∎ Identify and list out the material, carton, garments with number to store that to use in future.
∎ General Area:
∎ Prepare a list of Stakeholder and Communicate them in regular interval as necessary e.g., vendors, providing maintenance, security, and other occupancy services.
∎ Ensure that all monthly rentals/payments are timely disbursed.
∎ Monitor any issue in depth asking 5 WHY until get a satisfactory result.
∎ Closely follow up each work till the end and update top management in daily/hourly basis.
∎ Ensure to provide a periodical update in proactive basis for each work assigned till finished.
∎ Ensure that all staff members are getting best services within expected timeline.
∎ Ensuring travel clearance, visas and other necessary travel documents
∎ Employee Movement Tracking & Monitoring:
∎ Generate Daily and Monthly Employee Attendance Report for management review
∎ Develop and Maintain employee movement record in daily basis
∎ Collect Daily QC Movement record from QA Head and report to management
∎ Local Purchase Procedures:
∎ Collect quotations from at least 3 companies before purchasing any budgeted materials.
∎ Billing and Voucher Scrutinizing and properly negotiate to get best deal.
∎ All bills and vouchers to be checked and signed and submitted to Accounts within 3-work days.
∎ Accounts will clear the payment within 3 working days of getting the documents.
∎ Office Equipment Maintenance, Replacement and Development:
∎ List out all office equipment e.g., Room, desk, chair, PC, AC, including IT tools and create a master file.
∎ Update the master file and generate a monthly report to director.
∎ Look up the equipment that are non-functional and replace it within 3-work days.
∎ Identify (Name Plate) Employee Desk with Name and allocate drawer & cabinet by name.
∎ List out the equipment that allocated for each employee and make file for individuals
∎ Allocate 2-cabinets for each merchandiser and 1-cabinet other staff to store necessary items.
∎ Motivate employees to keep clean & tidy in the office.
∎ Inventory Record:
∎ Create and maintain effective internal controls for equipment inventory and generate weekly record.
∎ Ensure that every single item is recorded while entering into the office.
∎ Individual employee profile to create with belongings details.
∎ Collect all belongings during job separation based on inventory report.
∎ Attendance Monitoring:
∎ Generate daily attendance report, absent report and leave report
∎ Communicate with office employees who are not available in the office
∎ Collect daily QC movement report from the concerned QA Head.
∎ Generate a monthly attendance report, absent report and leave report
∎ Visitor Policy (support staffs):
∎ Support staff must welcome visitor and know whom the visitor wants to meet for every single visitor.
∎ Support staff must ask visitor to sit and wait in the visitor's waiting area.
∎ Support staff may offer visitor if he/she likes to take Tea.
∎ Support staff must talk to the concerned employees on PABX or inform that visitor is waiting.
∎ No visitor is allowed to enter to the employee sit without prior permission from Admin/target person.
∎ Check that no office staff provide any materials to the visitor without informing Admin.
∎ COVID-19 Instructions:
∎ COVID-19 - Ask visitor to use Mask and Sanitize hands and maintain safety instructions.
∎ Use Disinfection kits in common usable items in every 2-hours, all door locks/handle, visitor sitting area, meeting area etc after each meeting.
∎ Keep sufficient Hand Sanitizer and Disinfection kits in office and front desks.
∎ Remind everyone to use mask.
∎ Pre-Bookings Request:
∎ Request all office staffs to pre-book meeting room in case of set meeting.
∎ Tag out particular meeting room with booking time/person.
∎ Ensure that conference rooms, meeting rooms and reception areas are ready for meetings.
∎ Put-on the lights and AC prior to the meeting - assign support staff for that.
∎ Support staff must appear to the meeting room to offer / collect Tea/Coffee request.
∎ Support staff must rearrange meeting room after the meeting and put-off lights and AC.
∎ Office Operation:
∎ Opening and closing with time in register.
∎ Circulate weekend and holiday consulting with Director.
∎ Support Staffs, Drivers & Cleaning staffs' Administration:
∎ Make suitable allocation of support staff, driver and cleaners.
∎ Train support staff, driver and cleaners on their Job and work process.
∎ Provide them dress-court and monitor if this is maintained.
∎ Develop Job role and process for Support Staffs to manage Front desk, Greet Visitor/Guest, parcel, monitor housekeeping, conference room, washrooms, kitchen etc.
∎ Develop Job role and process for Drivers and provide them necessary template/format (trip pick & drop, fuel, maintenance log, parts changing log, train them on reporting system to office and employee etc.
∎ Develop Job role and process for Cleaners and provide them necessary checklist to follow each time.
∎ Reporting System to Management:
∎ Prepare a list of reports that needs to generate in daily, weekly and monthly basis
∎ Submit all Report to Director within the 5-working days of the following month.

Additional Requirements:
∎ Age 22 to 32 years
∎ Both males and females are allowed to apply
∎ Experienced in the following area(s): Buying House, RMG Industry, MNC etc.
∎ Ability to work under pressure, self-motivated and flexible
∎ Excellent in relevant computer applications & programs
∎ Problem Solving skills and Analysis.
∎ Ability and willingness to work late hours be self-initiator and good team player.

Salary: Negotiable

Compensation & Other Benefits:
∎ Mobile bill
∎ Salary Review: Yearly
∎ Festival Bonus: 2

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 15 Apr 2022

Company Information:
∎ 21 Mar 2022
∎ Signet Enterprises Ltd.
∎ Address : House # 43/B, Road # 24, Gulshan # 1, Dhaka-1212, Bangladesh
∎ Web : www.signetent.com
∎ Business : UK Based Buying House

Category: General Management/Admin

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