Job Description

JOB DESCRIPTION:

The Executive Administrative position would be responsible for independently performing day to day tasks in alignment with TCS Management systems. The responsibilities involve:

ADMINISTRATIVE TASKS

FINANCE/BILLING FUNCTION:

• Making MIS for Expenses, Seat Occupancy, Seat Management, Budgeting, Provisioning, etc
• Ensure adherence with all Financial guidelines of TCS
• Receive and record all invoices for TAIC and TEIL from vendors in Master Tracker.
• Handle invoice processing and expense reporting for associated vendors
• Ensure invoices processed through offshore and payments made as per terms of PO / agreement.
• Monthly provision planning/documenting, calculating monthly, quarterly, and yearly expenditures.
• Managing PO balances and requisition status.
• Raise GPS requests, input items in GPS catalogue. Maintain & address billing queries.
• Preparation of annual and quarterly budget of the location in consultation with Location Admin Head and have the budget and expenses reviewed/approved by Head of Administration, NA.
• Monitor budget utilization and invoice payment process. Create and update spreadsheets.
• Analyze MoM, QoQ, and YoY expenditure for variances and discrepancies
• Documenting finance procedures and vendor information.
• Ensuring valid agreements available for all vendors.
• Executive liaison between vendors and TCS Finance Team, ensure appropriate data keeping & analysis.
• Procurement and Inventory Management – Timely procurement to make sure office supplies and break room supplies such as tea/coffee are refilled throughout the facility at regular intervals.

Purchase Functions: Ensure time procurement of items required for the locations are procured by adhering / complying with all aspects of TCS Purchase policies as enshrined in TCS Purchase Manual (including Negotiations, Vendor Management, Purchase Requisitions, Processing Payments etc

CONTRACT MANAGEMENT – Ensure timely execution of contracts and implementation of terms and conditions of the contract.

OTHERS:

• Be available on site on all working days to ensure effective Administration of the premises.
• Any other Admin requirement that may be required from time to time / as directed by Admin Head, N.A

QUALIFICATIONS AND ASSOCIATED ATTRIBUTES:

• Associate degree.
• 5-10 years’ experience in Administrative Function of a medium sized facility (> 300 associates) preferred.
• Should possess excellent English communication skills (written & verbal)
• Should have good computer skills: Microsoft Office (especially word, excel, power point etc.).
• Should have knowledge of: - (1) Office Management & Maintenance activities, (2) Personnel management, (3) Purchase / Procurement processes, (4) Finance / Accounting processes etc.
• Must be a team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Should possess: - (1) Good organizational and planning skills, (2) Analytical and problem-solving skills, (3) Good and quick decision-making capability.
• Should be: (1) Proactive (2) Self-motivated (3) Flexible (4) Adaptive (5) Professional (6) Able to multitask, (7) Accessible on phone for any emergent requirement at the location and (8) Available for work outside of regular business hours if needed.

Company Description

Overview TechLink Systems is a national provider of staffing services with offices all over the USA as well as development and support centers globally. We are a MBE (NMSDC), WBE (WBENC), and WOSB certified minority business that has been awarded 2017 TAPFIN Premier Partner, 2016 Manpower Excellence Award, 2016 TAPFIN Elite Partner, are a Known Tier Supplier for Agile 1, and have been ranked as a Top Women and Minority Owned Company since 2004 by several businesses including Philadelphia Business Journal, Diversity Business, Inc 5000, Inc 500, San Francisco Business Times, Diversity2000, and Los Angeles Business Journal. We serve the contract staffing, direct hire, staff augmentation, recruitment, HR management, and project outsourcing needs of clients nationwide. Striving to create personal relationships with clients, TechLink Systems becomes a virtual extension of clients’ own in-house capabilities to help achieve new levels of growth, productivity, and competitiveness. We also have national recruiting centers that service our enterprise and MSP/VMS clients. We are a Secret Cleared Facility and our core competencies are Information Technology, Engineering, Customer Service/Call Center, Admin/Clerical, Finance/Accounting, Scientific/Clinical, Sales/Marketing, Legal, Human Resources, Light Industrial (limited), and Professional across a range of industries. The company’s talented Recruiters and HR Specialists have backgrounds in many cutting-edge, high-performance industries making TechLink Systems an ideal partner for recruitment process outsourcing. We look forward to our partnership with you!