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Facility & Administration (Senior Role)
3 months ago
Position/Title: Facility & Administration (Senior Role)
Department: Corporate Administration
Years of experience: 18+ years
Level: Full-time
Location: Mumbai
Shifts (if any): 11:00 am onwards (candidate should be flexible to work as per the business requirement)
Essential Duties & Responsibilities:
Administration:
- Lead and manage the entire administration function, including facility management, general office administration, vendor management, and the Global Travel Desk.
- Understand the needs of various departments, formulate strategic interventions, and ensure continuous improvement as part of the change management plan.
- Ensure compliance with required facility and office statutory requirements, handling and managing related licenses and certifications, including the Shops & Establishment Act.
- Manage admin contracts for vendors across all Aeries group entities globally.
- Finalize budgets, monitor and control administration capex/opex expenditures, and maintain cost efficiency in admin assets inventory as per global budget guidelines.
- Liaise with consultants and suppliers, overseeing site and resource management across multiple locations.
- Develop and implement sourcing initiatives to create a competitive edge in the market and ensure cost savings.
- Establish and maintain sustainable long-term partnerships with vendors and suppliers; monitor performance to meet service, cost, delivery, and quality norms; negotiate pricing, quality improvement rates, timely delivery, and credit terms.
- Identify and select potential vendors to enhance cost-effectiveness and increase efficiency on a global scale.
- Direct end-to-end management of corporate events and functions internationally.
- Partner with safety and security advisory service providers to ensure workplace safety and security across all locations.
- Ensure the ready availability of infrastructure (IT & non-IT, office furniture, LAN/WAN connection) for employees worldwide.
- Oversee new office setups across geographies, ensuring compliance with ESG (Environmental, Social, and Governance) standards and managing related audits.
Global Travel Operations:
- Spearhead and oversee global travel functions, including travel arrangements (air/accommodation/hotel booking), reservations, ticketing, and billing.
- Guide the team to negotiate with international hotels/service apartments for the best corporate deals, leveraging best rates to enable employees to utilize top facilities at competitive rates.
- Manage and encourage employees to use the automated Booking Module for travel services to improve overall efficiencies and cost savings.
- Draft reports for management detailing global program costs and trends.
- Establish seamless processes for bookings for both international and domestic travel requirements.
Administration Operations:
- Manage complete facility and administration operations for all global Aeries locations.
- Ensure efficient utilization of space and power across all facilities.
- Formulate and execute multiple business strategies for the Administration Department in collaboration with key global members, significantly contributing to developing synergies to leverage the Aeries brand.
Facility Management:
- Provide short-term problem-solving and long-range facilities planning on a global scale.
- Engage in regular communication with location managers regarding priorities and required maintenance.
- Manage complete facilities and infrastructure setup, liaising with contractors and interior designers.
- Oversee maintenance of office equipment, fixed assets, complaint registers, and stock books, ensuring all equipment is under warranty.
- Supervise activities such as maintenance of attendance and updating the eligibilities of housekeeping staff.
- Administer communication facilities such as internal telephone directory issues, new lines, lease circuits, outdoor faults, telephone usage statements, new lines/transfers, and all aspects of entry in the telephone directory.
- Should have knowledge & expertise on experience in ESG standards, audit processes, and compliance with the Shops & Establishment Act.
Qualifications:
- Bachelor's degree with 18+ years of experience
- MBA preferred
- Experience working with IT/ITES companies
- Explore cost effective options for Aeries facility expansion/ consolidation, including Tier 2/3 cities in India and global locations.
- Ability to create standard processes and drive multi-geography global teams.
- Proven experience in global administration and facility management
- Strong background in managing global travel desk and operations
- Demonstrated leadership in overseeing global travel operations, managing diverse facilities worldwide, and establishing strategic offices/COE’s for streamlined operations.
The Job responsibilities of the candidate shall include but not limited to the Job Description & to perform any other tasks/functions as required by the Company.
