Job Description- Mailroom & Guest Relations
Roles & Responsibilities
Mailroom – Posts and Couriers, Customs Clearance, Keys Management, Systems Movement & Business Cards
- Posts and Couriers
Overall Responsible for entire activities
Monitoring all Couriers External & Internal - both In-Coming & Out-Going
Handling escalations
Shipment Tracking (Local, National & International)
Shipments Booking (International)
Managing shipment export contracts in co-ordination with sourcing team
- Customs
Handling Customs clearance process for international shipments
Co-ordinating with Tax & Compliance team for customs documents authorization
Processing customs duty payments (Pre & Post payments)
Meeting customs officers for critical shipments
- Keys Management
Overall Responsible for entire activity
Monitoring, Auditing and handling the escalations
Ordering the duplicate keys
Organizing the SEZ approval, Gate Pass etc
- Systems Movement
Overall Responsible for entire activity
Systems Movement planning with BU’s
Co-ordinating and briefing vendor about the systems movements
Data validation/accuracy – Instructing/Briefing BU’s about movement
Systems Movements Supervision
Monitoring and handling all escalations post movements
Guest Relations – Expats
- Guest Relations
Assisting international assignees with pre-visit (Schools, Apartments & Hospitals)
City Orientation
Supporting International Assignees post arrival for school admissions & hospital registrations
Arranging permanent accommodation
Apartment take-over (Complete end to end process)
Making legal lease agreements in co-ordination with ANZ Sourcing team, ANZ Legal team & Landlords
Arranging maids & Gardener to the expats residence
Managing expats maids & Gardener’s attendance validation & processing their salaries
Expats residence day to day maintenance (All issues including, electrical, plumbing, carpentry, painting, Civil, All Electronics goods repairs & Servicing, Fumigation & furniture etc)
Co-ordinating timings with expats family and arranging respective vendors to fix the reported issues and follow ups till end of activities
Expats residence payments including monthly rentals, monthly bills like electricity, broadband, Digital TV, Gas & Water bills payment
Arranging content insurance for all international assignees
Lease extensions with co-ordination with ANZ Legal team & Landlord (Complete end to end process)
Lease termination with co-ordination with ANZ Legal team & Landlord (Complete end to end process)
Apartment handover (Complete end to end process)
Managing expat residence assets inventory (Traxx) & Landlord’s assets
Supporting expats FRRO registrations & RP extensions
Conducting annual asset audit at expats residences
General and BAU Activities
- Team management – Assigning work & Monitoring day to day activities of the team
- Managing complete invoices processing, validation and vendor payments
- Follow ups for the payments with AP team and updating vendors
- MIS
- Vendor management
- Handling 1st level escalations for all areas under Mailroom Room & Guest Relations
- Raising & Receipting Purchase orders
- Obtaining No Due Certificates (NDC)
- Traxx validation & updating
- Stationery & business cards management
- Residence and Hotels Properties inspections
- Handling general enquiries and request in the mailroom
- Execution of GR assets auction
- Pedestal and cupboards audit supervision
- Reporting BAU activities – Weekly, Monthly, Quarterly, Half-yearly and annually
- Contract renewals and process reviews
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