Website PETA India

To manage incoming calls and the front desk of PETA India, handle the general e-mail account, provide basic guidance on certain animal emergencies, coordinate general responses to non-member hard copy letters – ensuring quality, helpful, and accurate responses to PETA India members and the general public – and handle other administrative work, all in a professional manner

Term of Employment:

Full-time

Location:

Mumbai

Reports To:

Manager of Administration and Systems

Primary Responsibilities and Duties:

Manage the PETA India reception in a professional manner, including the following duties:

Maintain a neat, clean, and approachable office front desk
Be the friendly first point of contact for external vendors or other guests visiting the office premises
Offer guests staying for longer than a few minutes a drink of water, tea, or coffee or other vegan refreshments
Maintain a register of guests visiting the office and ensure adherence to security procedures
Answer incoming calls on the office landline, forward calls to other staff where necessary, and maintain a call record of the same
Ensure phone calls and queries are answered professionally and efficiently and as per the standard operating procedure (SOP)
Update the SOP as required and run changes by your supervisor for approval
Check the office voicemail every hour in case of animal emergencies and pass on calls to the concerned staff member or reply to them yourself where appropriate
Receive couriers on behalf of staffers and ensure their internal delivery
Maintain a diary for incoming and outgoing couriers and ensure the registers are updated
Maintain an understanding and helpful attitude
Handle administrative work in a professional manner, including the following duties:Ensure staffers sign the attendance register for their in and out time
Update the Mumbai office attendance sheet on a daily basis
Ensure Mumbai staff attendance and whereabouts are accurately reflected on the shared calendar on a daily basis
Support your supervisor in checking and maintaining a database of staff equipment on a monthly basis and any other IT-related support
Coordinate and negotiate with vendors as needed
Maintain a neat database of contacts pertinent to the Administration department of PETA India
Help other departments keep databases updated as needed
Assist with other staff projects or provide cover in times of absence, as needed

Manage the PETA India information account in a professional manner, including the following duties:

Forward or respond to all e-mails on the general PETA India information account in a timely manner using form responses and as per the SOP
Pass on to the relevant staff member or respond to all hard copy letters from non-members in a timely manner using form responses and as per the SOP
Ensure form responses are kept up to date by proactively keeping updated on campaign topics via the blog and news release sections of the PETA India website and routing any changes by the concerned staff members
Guide callers on basic animal emergency and cruelty case queries per the SOP, passing cases on to the relevant teams as needed
Perform administrative tasks as required in order to support various departments
Perform any other duties assigned by the supervisor

Qualifications: