Assistant Manager - Administration

Job Overview:

Electrica Engineers Pvt Ltd is seeking an organized and efficient Assistant Manager for the Administration Department. The ideal candidate will be responsible for managing a wide array of Administrative Functions, Including Facility Management, Security, Vehicle Management, Consumables, Office Utilities, Corporate Events, CSR activities, and Grievance Handling. The Assistant Manager will work closely with cross-functional teams to ensure smooth operations and promote a high level of efficiency across all administrative activities.

Key Responsibilities:

Facility Management

• Housekeeping Staff Hiring and Allocation:
• Hire proactive housekeeping staff and allocate responsibility areas according to departmental needs and individual capabilities.
• Regularly assess staff performance and reassign responsibilities to optimize efficiency.
• Training:
• Develop and update training modules for housekeeping staff, focusing on safety, cleaning techniques, and equipment usage.
• Ensure all housekeeping staff complete the training and apply the learned principles effectively.
• Inspection & Audits:
• Conduct weekly surprise inspections to ensure cleanliness standards are met.
• Plan and conduct audits to promote continuous improvement (Kaizen).
• Telephonic Assistance:
• Manage the installation of landlines and ensure all departments have dedicated lines.
• Update and communicate any changes in contact numbers monthly.

Security Management

• Security Personnel:
• Assess the roles, functioning, attendance, and budget of the security personnel.
• Conduct regular performance evaluations for all security personnel to ensure they meet the company's safety and security standards.
• Review and update security protocols as necessary to address any identified vulnerabilities or changes in company operations.
• Evaluate existing security providers and explore alternative options if current providers do not meet the required standards.
• Ensure that security personnel are well-trained, equipped, and prepared to handle emergencies, including fire drills and other safety exercises.

Vehicle Management

• Management Vehicles:
• Maintain a comprehensive ledger of all vehicle-related expenses, including insurance, maintenance, fuel, and other operational costs.
• Schedule and monitor regular maintenance checks to ensure vehicles are in optimal condition.
• Ensure timely renewal of vehicle insurance and adherence to all legal requirements.
• Employee Use Vehicles:
• Monitor the allocation and usage of employee-use vehicles to ensure they are used efficiently and responsibly.
• Ensure cleanliness and hygiene standards are met consistently.
• Manage routine maintenance and upgrades of vehicle interiors to enhance user experience.
• Material Transport Vehicles:
• Oversee the operation and maintenance of material transport vehicles, ensuring they are used according to productivity norms.
• Conduct regular checks to ensure cleanliness, hygiene, and safety standards are maintained.
• Ensure all transport vehicles have valid insurance and that any required documentation is up to date.
• Fuel Management (Company and Management Vehicles):
• Maintain an accurate and up-to-date "Fuel Log" for all company and management vehicles.
• Coordinate with the purchase and finance teams to ensure timely payment of fuel bills.
• Monitor fuel consumption patterns and identify opportunities for cost-saving measures.

Consumables and Office Utilities

• Pantry:
• Manage the ordering and inventory of pantry consumables, including perishables, beverages, and other daily-use items.
• Coordinate with the purchase department for timely bill clearance and ensure payments are processed by the finance department.
• Maintain a detailed ledger of all pantry expenses and ensure all departments receive necessary supplies.
• Cleaning Supplies:
• Oversee the procurement and inventory management of cleaning supplies, ensuring that all necessary items are always in stock.
• Coordinate with the purchase and finance departments for timely bill clearance and payment confirmation.
• Maintain a ledger of all cleaning supplies expenses and ensure accurate delivery to relevant departments.
• Office Utilities (Printers, Sim Cards, Electricity):
• Oversee the procurement, installation, and maintenance of printers, ensuring they are functional for all departments.
• Order and distribute company SIM cards, ensuring timely payments and keeping a detailed ledger of usage and billing.
• Ensure timely payment of electricity bills to avoid any interruptions and coordinate with the finance department.

Critical Admin Functions

• Insurances:
• Ensure timely renewal of all company insurance policies (vehicles, property, liability).
• Coordinate with the finance department to ensure that all insurance payments are processed on time.
• Maintain comprehensive records of insurance policies, renewal dates, and claims made.
• Petty Cash Management:
• Manage the petty cash fund, ensuring a minimum balance is maintained at all times.
• Ensure appropriate use of petty cash, keeping all transactions recorded in a petty cash ledger.
• Reconcile the petty cash ledger monthly with the finance department.
• Flight & Hotel Bookings:
• Coordinate flight and hotel bookings for employees traveling for work, ensuring alignment with company travel policies.
• Maintain a list of preferred travel service providers and ensure bookings are timely.
• Manage changes to bookings, cancellations, and rescheduling.

External Relations

• Reception Management:
• Ensure the smooth functioning of the reception desk, managing incoming calls, visitors, and deliveries.
• Develop and implement guidelines for maintaining a professional "Receptionist Culture."
• Suppliers, Clients & Third-Party Visitors:
• Ensure suppliers, clients, and third-party visitors are greeted professionally and guided appropriately.
• Create systems to manage visitor interactions and minimize delays.

Corporate Events and CSR

• Company Culture and Milestone Moments:
• Oversee key milestone moments and occasions, such as Republic Day, Foundation Day, and Women's Day.
• Ensure events align with company values and goals, coordinating with relevant departments.
• Organizational Activities:
• Set the tone for all employee morale activities, including team-building workshops and performance-based incentives.
• Evaluate the impact of activities on employee morale and productivity.
• Corporate Social Responsibility (CSR):
• Plan and coordinate CSR activities, ensuring compliance with legal requirements and company goals.
• Maintain partnerships with local organizations and document all CSR activities.

Compliance and Continuous Improvement

• Grievances Addressal:
• Assess the severity and nature of grievances raised by third parties regarding administrative staff or operations.
• Implement a formal grievance handling process for timely resolution and proper escalation when needed.
• Kaizen (Departmental Protocols and Systems):
• Establish and improve departmental protocols for all administrative functions.
• Maintain clear documentation and ensure adherence to protocols across departments.
• Conduct regular training and assessments to ensure continuous improvement.

Desired Qualifications:

• Education:
• MBA in Business Administration or related field.
• Experience:
• 11 to 14 years of experience in administrative functions, with a proven track record in facility management, security, vehicle management, and corporate event coordination.

Key Skills:

• Communication: Strong verbal and written communication skills to interact effectively with staff, management, and external vendors.
• Problem-Solving: Ability to address administrative issues efficiently and resolve conflicts.
• Organizational Skills: Excellent time management and organizational skills to handle multiple administrative functions.
• Attention to Detail: High level of accuracy in managing office utilities, vehicles, and consumables.
• Compliance Knowledge: Knowledge of relevant regulations, policies, and industry standards in administration.

Capabilities & Desired Characteristics:

• Leadership: Ability to lead and motivate the admin team, fostering a collaborative work environment.
• Integrity & Confidentiality: Maintains high levels of professionalism, integrity, and confidentiality in handling administrative matters.
• Strategic Mindset: Can align administrative initiatives with the companys long-term strategy.
• Relationship Building: Skilled at fostering positive relationships with internal teams and external vendors.

Employee Benefits-

1. Comprehensive Health Insurance

We prioritize the well-being of our team by offering comprehensive health coverage, ensuring peace of mind for you and your family.

2. Professional Development Opportunities
At Electrica, we believe in continuous learning. We provide access to training programs, workshops, and certifications to help you grow in your career.

3. Work-Life Balance Support
We promote a healthy work-life balance through flexible working hours and paid time off, ensuring you have time to recharge and focus on what matters most.