Purpose for the role:
Manage the general administration & facilities management for respective office (HO / RPCs) to ensure quality service delivery at optimal costs; Ensure EHS Norms and Corporate branding experience are adopted at every facilities
Experience: 5 - 8 years of prior experience in the Admin function
Knowledge & skills:
- Ability to manage diverse stakeholder expectations
- Detail orientation
- Responsiveness to customer needs
- Execution excellence
Best Suited for someone who :
- Likes to project manage
- Has an eye for details
- Is sensitive to internal customer needs
- Has the ability to prioritize tasks based on how urgent they are
1. Planning and Reporting
- Coordinate with the field admin team to ensure quality service is delivered to the employees
- Support initiatives towards all office space rationalization/ acquisition and design projects
- Manage vendors effectively to ensure superior quality is delivered at minimal costs
- Plan out clear map for most optimal spend on admin infrastructure particularly on long-term, recurring, high cost item
- Maintain a dashboard for all administrative activities in terms of quality, cost and employee feedback; and drive initiatives towards enhancing employee feedback
2. Executive Responsibilities
- Ensure integration of office infrastructure
- Conduct routine admin tasks and movements to the Operations centre
- Detail out plan/roadmap for running Open Offices
- Maintain and monitor a robust mechanism to track compliance with various regulations
- Call-out compliance red-flags if any related to hygiene, sanitation, drinking water, restrooms etc.
- Plan and manage Multiple Tasks And Projects For Facility Improvements, Energy Management & Plant Maintenance Management
- Identify Areas To Improve Working Atmosphere In Plant & Offices & Drive Improvement Projects
- Manage Maintenance & Administration Function including People Transport.
- Administer TPM Culture & Maintenance Review System
- Prepare And Present Report Of Facility Projects And Activities For Management Communication
- Monitor performance of the team on Goals & Objective
- Run and manage the Energy Management Program to Achieve Highest Level Of Recognition
- Interact & Study Best Practices In Other Emerson Divisions & suggest Potential For Long Term Gains
3. Other responsibilities
- Manage USL's assets in a manner which ensure cost-efficiency, support high quality infrastructure to our employees, in a manner that is compliant with all Diageo norms and local as well as national regulations.
- Manage the acquisition, contracting and renewal of admin infrastructure at best prices available in the market
- Optimize admin spend in the regions in line with the budget
- Plan initiatives towards Optimization of office infrastructure
- Plan Movement to Open offices
- Control Cost-efficient management of retained admin infrastructure
- Ensure 100% compliance with all regulations
- Take Care of day to day entire Office routine, Managing Stationary, Office Automation, Asset Management
- Guide Negotiations with vendors, managing facilities provided for running of Office viz, Housekeeping, Security, Reception / Front Desk, Office Boys, Pantry & Catering Services, Maintenance, Landscaping, Annual maintenance contracts
- Maintain, file and update all documents and correspondence.
- Maintain complete discipline in the office.
- Support initiatives for Safety and Hygiene at USL where ever required.
- Make provision for staff accommodation and maintenance
- Maintain track record of persons allotted rooms at the company guest house and monitoring the activities carried out at the guest house.
- Maintain Fire & Safety in and around the Office premises
- Conduct periodic employee surveys to understand improvement areas and gather suggestions on enhancing their experience
Functional Skills:
Essential:
- They understand the connectivity across process, systems and data and work tirelessly to improve and maximise the effectiveness of our systems, data and process architecture
Advaned:
- They develop a customer service and continuous improvement culture within HR and the business, including the development and management of service level agreements / KPIs
Mastery:
- They ensure the overall HR service, whether local or supplied, meets market requirements and are in line with the business strategy
- They drive effectiveness and efficiency through fully understanding and leveraging end to end core HR processes & performance metrics and can coach others in these
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