JOB DESCRIPTION

Roles & Responsibilities

Events

a) Handling all Events / conferences / Offsite / Town halls - Ensuring we are in lieu of the govt norms of safety and social distancing at Event. Receive request from the department.
b) To check the possibility of conducting the event inhouse (Cafeteria/meeting room in office etc.) depending on no. of pax, seating style, budget, timings etc. 
c) Incase if the requirement demands to conduct event externally seek for relevant approval with budget
d) Request to be shared with the hotel/ location for availability / quotes  
e) Quotes sent to the departmental head for approval and selection is made
f) To ensure CPT team is involved for event cost negotiation and the further process gets followed properly
g) Vendor management ( Ensuring smooth event, payment processing, etc) 
h) While handling Internal Events pls ensure no wastage of food and best quality food ordered at the best possible rate and ensuring food safety, placing orders keeping in mind the hygiene protocol. Coordination with pantry and the supervisor to ensure the food arrangements are done as requested

Travel arrangements

a) Receive detailed request through ONE TRAVEL PORTAL ( check in & check out dates, and preferred area, mode of payment etc.) 
b) To check availability with the guest house / hotel as per company tieup hotels/eligibility etc.
c) In case of Bill to company bookings to take relavant approval to process the booking with the tieup hotels
d) To share details of the booked property with employee and upload final hotel confirmation on the portal to close the request
e) Vendor management ( Ensuring comfortable stay, payment processing, etc)
f) To work on waiving off cancellation/early departure charges/no show charges—Maintain MIS for same
g) To coordinate for annual hotel contracting / Negotiation / data compiling etc. along with Central Procurement Team

Leased agreement / Guest House in coordination with Performance Manager

a) Handling end to end Leased agreement for Mumbai office. Identifying new brokers. Onboarding brokers and Landlord as vendor through internal process of vendor onboarding
b) To help for leased agreement coordination along with  vendor creation / Bills processing etc. Identification of new brokers.

Service Apartment 

a) To assist team members partially/completely in their profile, wherever required.  To identify gifting vendors, vendors for voucher arrangements, service apartments, new brokers for leasing apartments to be arranged
b) To work together as a team and support team members. So as to keep the work going and providing complete support to other teams as well. To Service apartment 

Cost Saving

a) To maintain the details of cost saved during External events / Hotel bookings
b) Ensuring we negotiate on cost taking into consideration the budget and getting the best rates possible

Invoices

a) To ensure all bills to have received stamp and bills to be raise in system correctly within 2 days with all supporting's/approvals/contract/BTC etc. 
b) While processing bills in finance make sure only related approval mail copies to attach for better clarity / to avoid finance queries
c) Ensuring all bills are checked before processing and maintaing proper MIS to ensure availability of all cost and details for future reference

Reporting & MIS

a) Receipt of invoices - Goods / services ( All rentals) 
b) Attaching the relavant Purchase order with the Invoice
c) Verify invoices & raise PR in Re-Konnect.
d) Vendor management ( discrepancy in invoices, clarification, etc) 

QUALIFICATIONS

Graduate