Executive - Facility & Admin

1 month ago

Ahmedabad, India Halma plc Full time

About Halma:

Halma is a global group of life-saving technology companies, driven by a clear purpose. We are an FTSE 100 company with headquarters in the UK and operations in 23 countries, including regional hubs in India, China, Brazil, and the US.

Our diverse group of nearly 50 global companies specialise in market leading technologies that push the boundaries of science and technology.

For the last 42 years, the combination of our purpose, strategy, people, DNA and sustainable business model has resulted in record long-term growth in revenues and profits and an increase in dividend by ≥ 5% every year– an achievement unrivalled by any company listed on the London Stock Exchange.


Why join us?


We are a Great Place to Work® certified organisation, with an employee centric culture anchored on autonomy, trust, respect, humility, work-life balance, team spirit, and approachable leadership.


We offer a safe and respectful workplace, where everyone can be who they ‘REALLY’ are, feel free to bring their whole selves to work and use their unique talents, knowledge, expertise, experiences, and backgrounds to create meaningful outcomes.


We nurture entrepreneurial spirits and empower them to think beyond the possibilities, to discover, shape and build their own unique stories. We promote and support non-linear career growth for the right talent.


We are simple, humble and approachable, and we believe in leadership at all levels to bring our purpose to life. Everyone at Halma India makes an impact, and so do you when you join us


Position Objective:

This position should be able to proactively provide support, manage and execute. Effectively, both Facility and Administration roles to support the growing needs of the Halma India’s operation in Ahmedabad.

The potential candidate will be responsible for not only providing support in day-to-day operations, but also under the guidance of the Bangalore Hub team implement processes and systems locally. She/He will need to implement a complete vendor management system, asset tracking of non-productive materials, take care of compliances and licence requirement from various govt entities, ensure timely invoice processing for payments, support international visitors with their travel requirements. The candidate will also be responsible for MIS and dashboard administration functions.


Responsibilities:


  • Ensure implementation of ISO certification systems.
  • Ensure preparation, awareness, training, simulation around BCP and ERT implementation plans under the guidance of the H.O team in Bangalore. Report any safety related incidents.
  • Lease: coordinate with owner of facility for lease, related payments and any other facility related matters.
  • Coordinate with Bangalore office to ensure timely payment of local taxes.
  • Compliance: Ensure adherence to any requirement of local licenses and interact with municipal and govt. authorities as required.
  • Infrastructure Maintenance: Oversee office infrastructure issues, including A/C service, electrical repairs, and plumbing issues. This person should also be able to contact the ISP provider in case of an internet outage and update the team accordingly. Coordinate with Halma IT team wherever necessary.
  • Serve as the liaison between the Bangalore office and the Ahmedabad office for:


Facility Management

  • Supervising housekeeping and security operations
  • Ensuring employee safety and hygiene standard
  • Plant maintenance inside the office
  • Workspace management including cafeteria, vending m/c, etc.
  • All repairs, refurbishments and maintenance activity should be able to manage as per the Requirement.


Vendor Management

  • Evaluating vendors based on requirements
  • Assisting with vendor onboarding
  • Coordinating during project execution


Support in Courier Operations

  • Arranging pickups for domestic and international shipments
  • Document preparation and sharing tracking details with stakeholders
  • Providing delivery updates
  • Creating MIS reports for operating companies.
  • Invoice Validation


Event Coordination

  • Organizing office indoor events by coordinating with employees based on their availability.
  • Arranging official outdoor events.


Support in Auditing

  • Fixed Asset Auditing.
  • Maintenance Auditing.
  • Petty Cash auditing.


Administration Activities

  • Hotel booking
  • Taxi booking
  • Employee relocation arrangements


  • Supporting ID card and envelope orders along with creating related MIS reports.
  • Handling clerical tasks and banking errands outside the office.
  • Monthly procurement of stationery, housekeeping and pantry supplies for office.
  • Admin and Facility Expenses tracking along with MIS Reporting.
  • Procurement, Purchase Order Tracking & Workplace Utilization Reporting.
  • Responsible for asset movement & storeroom management.
  • Support in onboarding Employees.
  • Collect reimbursement receipt of employees and send to Bangalore office.


Critical Success factors:

  • Should have integrity with honest, open and transparent communication.
  • Should have process orientation.
  • Operate and prioritize independently.
  • Addressing issues in an objective way.


Qualifications:

  • B. Com or B.A.
  • Or Graduation with specialization in Facility & Admin.


Experience:

  • 3-6 years of experience in facility and admin.
  • Experience in managing professional / multinational companies.

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