Experienced Administrative Assistant- IFM

About Position / Position Summary

Boeing Global Enterprise Services (BGES) team is currently looking for Experienced Administrative Assistant to join their team in Bangalore, 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 payment process for vendors. The candidate should have a good command of the English language.

The candidate must be willing to work in any office location within Bangalore, be open to a flexible schedule, and support phone calls during off-hours.

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 & Operations and Event Management.
• Maintaining excellent relationships with various Business stakeholders and Service Providers.
• Actively engage with Business units to fulfil 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 candidates should be familiar with the compliance requirements for building/facility operations.
• Sharing inputs on annual budget allocation & tracking planned vs actual spent
• Ability 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.
• The candidate should take proper facilities rounds 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 supplier
• Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report to BSS, coordinate with supplier for breakdown.
• Shows sensitivity to the culture and customs of local and foreign visitors
• Monitor 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 same
• Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly
• Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping
• Daily supervision of security guards, housekeeping and office boys
• To monitor and verify the movement of materials and equipment in and out of the office
• Provides general administrative support to all employees and visitors
• Supports the BGES team during any event as & when directed
• Supports the HR team during mass recruitment drive/hiring drive and Distribution of goodies
• MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as needed
• Update & circulate the desk phones extension list on a bi-monthly basis
• Manage Meeting room booking requests by end users
• Handling the complete Procure to Pay (P2P) process on the portal
• Responsible for inward and outward couriers
• Maintain all relevant compliance documents for manpower services suppliers
• Clear employee LER/ TER with 100% receipts custody
• Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time
• Maintaining & reconciling the Distribution List (DL) for respective towers periodically
• Supports BSS in the physical verification of assets
• Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills
• Mobile phone inventory and mobile phone distribution activity
• Sim Inventory and Sim distribution activity
• Car Lease services and data management
• Data analysis on services

Sample Reports

• Food Services - FSMS - Daily
• Enterprise Space Management System (ESMS) - Monthly
• Office Safety Checklist (OSC)- monthly
• Dialogic reconciliation - monthly
• Call tree - monthly
• ERT list - monthly
• Inventory - Stationary/HK/Pantry/M&E etc. -weekly
• Monthly Metro pass issuance
• Parking stickers
• Extension List of employees
• Gate Pass
• Work Permit(s)
• Contractual manpower attendance - demand vs supply
• Mobile Phone inventory and distribution

This role will be based out of Bengaluru, India.

Basic Qualifications (Required Skills/Experience):

• A bachelors degree in hospitality/administration/Engineering or equivalent is required as a BASIC QUALIFICATION
• At least 6 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 skills
• Knowledge of advanced Microsoft Office tools (Word, Excel, PowerPoint, etc.)
• People Management with good interpersonal skills and Intermediate analytical skills
• Quick learner & has an eye for detail.
• Customer-focused and Capability to manage and lead team.

Preferred Qualifications (Desired Skills/Experience):

• Post graduate degree preferrable MBA.
• Previous work experience with multinationals in similar environments.

Typical Education & Experience:

• Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 6 or more years' related work experience or an equivalent combination of education and experience (e.g. Master with 5+ years' related work experience)