Assistant Manager- Administration

Job Description:

Facility Management

• Plan and establish office space and facilities for employees based at the base office
• Taking care of all Repair & maintenance related issues of the office.
• Ensure the AMCs for all critical assets are renewed on time for their smooth functioning
• Ensure safety & security system installed in office are at place and functioning.
• Regular / periodic monitoring and recording of health check of security system and other assets.
• Ensure regular check-ups & inspection for the critical Building assets and keep a record.
• Managing the Maintenance team for the day-to-day operation.
• Ensuring the upkeep of the office cafeteria etc.
• Managing Indigo Warehouse & Asset Management for the region.
• Ensuring that facilities comply with health and safety regulations to protect occupants and workers
• Branding

Vendor Management

• Managing and coordinating with the venders locally for Admin & logistics support
• Verification of invoices before sending it to corporate office.
• Preparing & Maintaining the MIS for Administration jobs of the region,
• To be updated about all the prevailing communication Plans in the market of the region.
• Maintaining the MIS for issuance of communication devises of the region.

Expatriate Services

• Coordination with corporate admin and the expats for resolving their housing/accommodation queries.
• To familiarize the expatriates with the local area (hospitals, shopping arcades, medical stores, restaurants, cinema halls etc.)
• Regular visit to the Expat houses
• Proper handing and taking over of the expat houses
• Ensure proper procedure to follow for Full & final settlement of the Expat House.

Hotel

• Coordination with Hotels for day-to-day bookings
• Maintaining the contacts with the various hotels for ADHOC requirements.
• Arrangements for venue bookings for interviews/events.
• Conducting the Audit & Quality reviews of the hotels
• Making sure the contract parameters are being met at the hotels.

General Administration

• One point of contact for the Airport team.
• Handling the issues related to Admin assets at the airport
• Ensuring the smooth functioning of day-to-day to co-mail operation.
• Keeping detailed records of all project-related documents, including contracts, invoices, change orders, and inspection reports.
• Identifying potential risks and implementing strategies to mitigate them. This includes ensuring compliance with safety regulations and managing any disputes that arise.
• Overseeing the quality of work to ensure it meets the specified standards and requirements. This involves regular inspections and reviews

Infrastructure Management

• Completion of infrastructure projects with legal compliance and TAT.
• Infra update based on execution planning.
• Reconciliation of Admin Assets and ageing - Offices and Airports with Asset team.
• Ensure Agreements in place for respective regions.
• Overseeing the actual construction work, ensuring it meets quality standards, stays on schedule, and remains within budget.
• Implementing measures to ensure that all aspects of the project meet the required standards and specifications. Identifying potential risks and developing strategies to mitigate them, such as safety protocols and contingency plans
• After construction, managing the ongoing maintenance and operation of the infrastructure to ensure its longevity and functionality.
• Facilitating clear and effective communication among all stakeholders, including owners, contractors, architects, and regulatory bodies.
• Tracking project costs and ensuring that the project stays within budget. This includes managing payments to contractors and suppliers

Security &Emergency Preparedness.

• Emergency Preparedness Planning: - Robust checklist and Audits for safety & Security assets and people in collaboration with team ERM .
• Incident Update reporting, Surveillance, Access with zero drop in Rec.- BCP.
• Implementing physical and cyber security measures to protect the project site. This can include surveillance systems, access controls, and cybersecurity protocols.
• Regularly training employees and conducting drills to ensure everyone knows how to respond in an emergency. This helps to minimize confusion and improve response times.
• Establishing reliable communication systems to ensure that information can be quickly and effectively disseminated during an emergency.
• Developing a comprehensive plan that outlines procedures for responding to various emergencies. This plan should include evacuation routes, communication protocols, and roles and responsibilities.

Communication

• To ensure all communication systems are maintained and updated from time to time and to liaison with the local govt. authorities like MTNL and BSNL.