Office Services Assistant

Requisition ID: 301030

- Relocation Authorized: None
- Telework Type: Full-Time Office/Project
- Work Location: Vadodara

## Extraordinary teams building inspiring projects:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our Vision, Values and Commitments . They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report .

Bechtel’s India offices support the execution of projects and services around the world. Working seamlessly with Bechtel’s global business units, project sites, customers, and suppliers, our teams have delivered more than 125 projects since 1994.  With offices in Gurgaon, Vadodara, and Chennai there are exciting career opportunities for candidates who are passionate about delivering projects that make a lasting, meaningful difference for people and communities around the world.

## Job Summary:

Responsible for managing the end-to-end visitor experience at the office while ensuring compliance with established security, safety, access-control, and workplace protocols. The role serves as the first point of contact for visitors and coordinates closely with employees, Security, Administration, Facilities, and other support teams to ensure a professional, safe, and seamless visitor experience.

## Major Responsibilities:

- Welcome and assist visitors, clients, vendors, interview candidates, and other guests in a professional and courteous manner.
- Manage visitor registration, verification, check-in/check-out, visitor passes, and access authorization in accordance with company procedures.
- Coordinate with employees/hosts to confirm appointments and facilitate timely visitor access.
- Maintain accurate visitor records and ensure confidentiality of visitor and business information.
- Coordinate logistics for senior management, VIP, expatriate, client, and international visitors, including meeting rooms, transportation, accommodation, access, and other requirements as applicable.
- Liaise with Security teams to ensure visitors comply with office access, safety, emergency, and restricted-area requirements.
- Coordinate visitor inductions or safety/security briefings where required.
- Manage meeting room bookings and coordinate basic meeting arrangements, including refreshments and related support.
- Coordinate issuance, tracking, and return of temporary visitor/access badges.
- Support vendor and contractor access by coordinating necessary approvals and documentation.
- Monitor reception and visitor areas to ensure they remain professional, organized, and presentable.
- Respond appropriately to unplanned visitors and escalate security or access-related concerns when necessary.
- Maintain visitor management reports and support periodic review/audit of visitor records.
- Assist with large meetings, corporate events, leadership visits, and special delegations.
- Work closely with Security, Facilities, Administration, Travel, IT, and other stakeholders to ensure smooth visitor coordination.

## Education and Experience Requirements:

- Graduate, with at least 12-14 years of prior experience in administrative support, visitor management & hospitality management to business visitors, senior leaders, expatriates, vendors, and new hires. Should have experience with large MNCs/Indian corporates/Multicultural organization.
- Relevant experience in visitor management, front office, administration, hospitality, corporate reception, or facilities support preferred.
- Experience working in a corporate or multinational office environment would be an advantage

Having an HR-related degree would be considered an added advantage.

Key Skills & Competencies

- Strong communication and interpersonal skills
- Customer/visitor service orientation
- Professional appearance and etiquette
- Security and confidentiality awareness
- Planning and coordination skills
- Attention to detail and accuracy
- Ability to handle VIP and international visitors
- Ability to manage multiple priorities
- Problem-solving and quick decision-making
- Proficiency in MS Office and visitor/access management systems

## Required Knowledge and Skills:

- Excellent oral and written communication skills
- Collaborative & Customer Centric
- Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
- Proficient skills in keyboarding, word processing, and file maintenance
- Ability to handle a wide range of Office & Admin support activities
- Assist with day-to-day operations of office facility, if asked for
- Deal with employee requests regarding office rules, and regulations
- Manage / co-ordinate Newcomers briefing & induction program, etc.
- Arrange for workspace / laptop or any other similar
- Strong organizational and multi-tasking skills
- General experience in all areas of document control
- Operation of Bechtel standard computerized systems and other information transmission systems
- Professional telephone practices
- Demonstrate knowledge of filing systems and common office procedures

## Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

## Diverse teams build the extraordinary:

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to  [email protected]