Deputy General Manager-Admin and Facilities Management-Corporate Human Resources-CORP

Purpose of the Role

The role will be responsible for implementing infrastructure and facilities at a regional level and executing admin processes on ground within the applicable legal, regulatory framework and Company Policies.

Job Responsibility

• Contribution to planning:
• Supervise vendor staff and check whether functional objectives for the region are met or not
• Resolve issues and grievances pertaining to admin, travel and Facility
• Coordinate with vendors and internal staff to ensure accommodation, transport facilities are adequately provided as required
• Key actions and decisions (Long term and Short term):
• Obtain feedback and resolve grievances from employees
• Check the attendance, efficiency and effectiveness of all outsourced services.
• Check for all legal & statutory compliances related to offices / establishment along with contractual workforce.
• Accommodation
• Support Admin & Sourcing to get best price on Hotels
• Cars
• Negotiate best mode of transport for employees
• Support guest commute on business travel by coordinating with relevant external and internal stakeholders
• Management of Admin Pool cars fleet, drivers working hrs management. Guest Houses
• Drive renewal of guest houses based on approvals
• Resolve issues like law & order, taxes, electricity, etc. for the guest houses
• Process payments to vendors and check for adherence to SLAs.
• Check Cost for travel and accommodation and send daily reports to the corporate team; highlight deviations if any
• Budgetary Control with tracking of actual expenses activity wise.
• Check for payment to vendors, support required by the vendors, feedback on services.
• Support organization of vendor meets for reconciliation.
• Coordination id planning of Admin Budget and monthly provisions
• Vendor’s payment management
• Employee Engagement
• Support Employee Engagement activities with guidance from BHRs
• Safety ,Security & Compliance:
• Check for appropriate security of company assets and employees inside office premises
• Check for strict adherence to Office safety and security protocols, participate in internal external audits on EHS, Mock drills etc.
• Nature of problems faced/ Scope of improvement opportunities
• Resolve admin and infrastructure issues on ground; highlight deviations if any.
• Communication Matrix
  
  

Stakeholder Profiles & Nature of Interactions

Internal

Internal Customers(Head Offices/Area Offices/Employees)

Providing Administrative support

Travel & Accommodation facility

Managing small & Big events

Emergency Support - Medical and on Job

Telecommunication Support

Security & Safety of Employees

Misc. support as and when required

Corporate Planning

Understand the future needs, Help in planning

Finance

Payment to Vendors

Follow up and documentation

Budgets & Provisions

Sourcing

Getting contracts for services and business support

External

Government Agencies

RTO & Insurance and other related departments liaison

Administrative Compliances

Filling of returns & compliances as per requirement

Vendors

Performance issues, delivery on time, cost, quality

Service Providers

Performance issues, delivery on time, cost, quality

Consultants

Legalities of the offices/Licence/Minimum Wages/ Taxation

Desired Candidate Profile

• Education Graduate/ Diploma
• Relevant experience 2 to 3 Years
  
  

Skills & Competencies

• Admin and facility management
• Good Communication Skills