Assistant Manager - Admin and Compliance

Job Title : Assistant Manager Administration and Compliance

Reporting To : Manager Administration and Compliance

Location : Mumbai

Key responsibilities

Facility management & Bill Desk

• Ensure pan india facility management through the internal outsourced support
• Review facilities periodically within the budgetary and company guidelines and ensure optimum utilization of the facility infrastructures
• Oversee the maintenance of office property, company flats, ensure timely competition of renovation work, wherever required
• Assisting in Bill Desk functions and ensuring timely processing of the invoices.
• Assisting the Team with the solution to their problems along with the required approvals.

Asset management

• Supervise repairs, maintenance & replacement of office equipments, appliances, furniture & fixtures etc.
• Facilitate asset management & tagging of all assets across multiples locations
• Ensure optimum space allocation for workstations effective utilization of space and resources for new building or re-organizing current premises.

Real Estate - New Office Set up, Lease Renewal and Handover

• Understanding the business requirements & engaging the IPC for sourcing the properties
• Analyzing & evaluation the list of the properties provided by the IPC as per CCAI standard.
• Compiling and collating all quotations after comparison of rates, service levels, strength, weaknesses, terms & conditions for functional head / hod’s evaluation of vendor(s)
• Coordinating & arranging property inspection for functional head / HOD’s to review the strengths and shortcomings of the property.
• Assisting functional head / HOD’s for intimation to the Head office team for seeking approval as per the laid SOP.
• Reviewing the technical records maintained and ensuring timely updation.
• Maintaining proper record, reconciliation of assets post completion of Interior fit out work and Turnkey projects
• Checking on lease renewal tenure or termination request as required as per timeline.

Vendor management

• Vendor management and vendor Assessment Pan India
• Timely reviewing the records of all the AMC & Rate Contracts for all locations

Financial management

• Achieves financial objective by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.

Coordination with agencies

• Liaising with government authorities, licenses department, local police authorities etc. For smooth and seamless compliance with required statutory and legal requirement across all locations
• Possess knowledge of legal documentation, drafting & vetting compliance and diligence issues
• Ensure compliance with health and safety standards and industry codes

General office operations

• Coordinate with all the departments within the corporate office and branch offices
• Monitor the overall functioning of processes, identifying improvement areas and implementing adequate measures to maximize stakeholder satisfaction level
• Conducting Induction Programs for New Joinee.

Key performance standards

• Facility Management, General Office Operations Asset Management , Vendor Management & Financial Management

Requirements and specific skills

• Candidates with B. Com degree, work experience of 5+ years working with shipping and facility management.
• Excellent communications skills, verbal & written.
• Excellent command over MS office.
• Candidate with certification in administration & facility management, EHS, First Aider and fire safety will be preferred.