Senior Administrative Assistant

Senior Administrative Assistant - Integrated Facilities ManagementCompany:Boeing India Private LimitedOverviewAs a leading global aerospace company, Boeing develops, manufactures and services commercial airplanes, defense products and space systems for customers in more than 150 countries. As a top U.S. exporter, the company leverages the talents of a global supplier base to advance economic opportunity, sustainability and community impact. Boeing's team is committed to innovating for the future, leading with sustainability, and cultivating a culture based on the company's core values of safety, quality and integrity.Technology for today and tomorrowThe Boeing India Engineering & Technology Center (BIETC) is a 5500+ engineering workforce that contributes to global aerospace growth. Our engineers deliver cutting-edge R&D, innovation, and high-quality engineering work in global markets, and leverage new-age technologies such as AI/ML, IIoT, Cloud, Model-Based Engineering, and Additive Manufacturing, shaping the future of aerospace.People-driven cultureAt Boeing, we believe creativity and innovation thrives when every employee is trusted, empowered, and has the flexibility to choose, grow, learn, and explore. We offer variable arrangements depending upon business and customer needs, and professional pursuits that offer greater flexibility in the way our people work. We also believe that collaboration, frequent team engagements, and face-to-face meetings bring together different perspectives and thoughts – enabling every voice to be heard and every perspective to be respected.  No matter where or how our teammates work, we are committed to positively shaping people's careers and being thoughtful about employee wellbeing.With us, you can create and contribute to what matters most in your career, community, country, and world. Join us in powering the progress of global aerospace.About Position / Position SummaryBoeing Global Enterprise Services (BGES) team is currently looking for Senior Administrative Assistant to join their team in Delhi, India.The position will report to the Business Support Manager (BSM) and will receive day-to-day directions from this manager.  The candidate will work closely with local agencies and vendors to proactively support the business needs related to Boeing personnel because of emerging business needs.This includes but is not limited to Boeing infrastructure (office facilities), employee services, safety and security (disaster planning and business continuity) within the assigned location, and Invoice & payment process for vendors. The candidate should have a good command of the English language. Previous work experience with multinationals in similar environments is preferable.The candidate must be willing to work in any office location within Delhi, be open to a flexible schedule, and support phone calls during off-hoursThis role will be based out of New Delhi, India.Position Responsibilities:The responsibilities for this position include, but are not limited to the following:Responsible for managing Workplace services through various 3rd party service providers.Strong knowledge of Facilities Management & Operation and Event Management.Maintaining excellent relationships with various Business stakeholders and Service Providers.Actively engage with Business units to fulfill business requirements.Ability to analyze the data and make the decision based on the data (Data-driven approach).Ability to collaborate with other functions like Global Real Estate/Finance/HR/Security etc. as & when required to deliver the assigned scope of work.Responsible for ensuring safety & security at the workplace and implementing EHS policies.Monitor emergency response procedures such as dialogic/call tree/ERT members.The candidate should be familiar with the compliance requirements for building/facility operations.Sharing inputs on annual budget allocation & tracking planned vs actual spentAbility to idea, develop, lead and execute operational excellence projects.Maintains the operation-related records and documents including (not limited to) Building compliance.Acts as focal for receipt and delivery of faxes and emails including express packages and publications.Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media.Take proper facilities round every morning & take appropriate corrective & preventive actions as required.Briefing outsourced manpower like Housekeeping & Security as & when required.Inspects & updates the Food Services Management sheet daily including weekly menu display & coordinating with supplierKeep a tab on the Snacks vending Machine on daily basis, oversee sales & report out to BSS (Business Support Specialist); coordinate with supplier for breakdown.Shows sensitivity to the culture and customs of local and foreign visitorsMonitor all the various registers kept at the front desk & rear entrance.Coordinate with Businesses and Functions to fulfil the needs.Issue necessary work permits to suppliers as & when required & filing the sameKeep a tab on first aid box inventory/check on expiry date & order supplies accordinglyResponsible for office supplies (stationery, cafeteria and cleaning) & Inventory keepingDaily supervision of security guards, housekeeping and office boysTo monitor and verify the movement of materials and equipment in and out of the officeProvides general administrative support to all employees and visitorsSupports the BGES team during any event as & when directedSupports the HR team during mass recruitment drive/hiring drive and Distribution of goodiesMIS – Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as neededUpdate & circulate the desk phones extension list on a bi-monthly basisManage Meeting room booking requests by end usersHandling the complete Procure to Pay (P2P) process on the portalResponsible for inward and outward couriersMaintain all relevant compliance documents for manpower services suppliersClear employee LER/ TER with 100% receipts custodyCustodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to timeMaintaining & reconciling the Distribution List (DL) for respective towers periodicallySupports BSS in the physical verification of assetsGet trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drillsMobile phone inventory and mobile phone distribution activitySim Inventory and Sim distribution activityCar Lease services and data managementData analysis on servicesSample ReportsFood Services - FSMS - DailyEnterprise Space Management System (ESMS) - MonthlyOffice Safety Checklist (OSC)- monthlyDialogic reconciliation - monthlyCall tree - monthlyERT list - monthlyInventory - Stationary/HK/Pantry/M&E etc. -weeklyMonthly Metro pass issuanceParking stickersExtension List of employeesGate PassWork Permit(s)Contractual manpower attendance - demand vs supplyMobile Phone inventory and distributionThe employer will not sponsor applicants for employment visa status.Basic Qualifications (Required Skills/Experience):A bachelor's degree in hospitality/administration/Engineering or equivalent is required as a BASIC QUALIFICATION.At least 10+ years of relevant experience working in a Real Estate/IFM/Administrative environment.Able to collaborate with internal team members as well as external stakeholders.Entrepreneurial mindset and Ability to foster two-way collaboration.Experience in Facilities Management / Workplace services is strongly required.Ability to facilitate decision-making and Proactive risk management.Effective Communicator with good verbal and written communication skillsKnowledge of advanced Microsoft Office tools (Word, Excel, PowerPoint, etc.)People Management with good interpersonal skills and Intermediate analytical skillsQuick learner & has an eye for detail.Customer-focused and Capability to manage and lead team.Typical Education & Experience:Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 10 or more years' related work experience or an equivalent combination of education and experience (e.g. Master+ 9 years' related work experience).Relocation: This position does not offer relocation within INDIA.Language Requirements:Not ApplicableEducation:Bachelor's Degree or EquivalentRelocation:Relocation assistance is not a negotiable benefit for this position.Security Clearance:This position does not require a Security Clearance.Visa Sponsorship:Employer will not sponsor applicants for employment visa status.Contingent Upon Award ProgramThis position is not contingent upon program awardShift:Not a Shift Worker (India)