Associate Administrative Assistant

Job Description

At Boeing, we innovate and collaborate to make the world a better place. We're committed to fostering an environment for every teammate that's welcoming, respectful and inclusive, with great opportunity for professional growth. Find your future with us.

Boeing is the world's largest aerospace company and a leading provider of commercial airplanes, defense, space, and security systems, and global services. Building on a legacy of over a century of innovation and leadership, Boeing continues to lead the way in technology and innovation, customer delivery, and investment in its people and future growth of aerospace.

In India, Boeing has been a strong partner to the Indian aerospace and defense sectors for more than 80 years. People at Boeing have been supporting mission readiness and modernization of India's defense forces, and enabling connected, safer, and smarter flying experiences, in the sky, in the seas, and in space.

Technology for today and tomorrow

The Boeing India Engineering & Technology Center (BIETC) in India is leveraging a inclusive talented pool of 5,500+ engineers, technologists, and innovators to drive growth and innovation in the global aerospace sector These engineers deliver cutting-edge R&D, innovation, and high-quality engineering work in global markets in traditional and emerging areas, and leverage new-age technologies such as AI/ML, IIoT, Cloud, Model-Based Engineering, and Additive Manufacturing, to enhance quality, safety, and productivity for airline customers, shaping the future of aerospace in India for India, and the world.

People-driven culture

At 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 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.

At Boeing, we are inclusive and transformative.

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.

Position Overview:

Boeing Global Enterprise Services (BGES) team is currently looking for 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 direction from this manager. The candidate will work closely with local agencies and vendors to proactively support the business needs related to Boeing personnel as a result 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. Previous work experience with multinationals in similar environments is preferable.

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.

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 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.
• Should be familiar with the compliance requirements for building/facility operations.
• Sharing inputs on annual budget allocation & tracking planned vs actual spent
• Ability to ideate, 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.
• Takes 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 supplier
• Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report out 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

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 4+ 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, Exel, 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 leading team

Typical Education & Experience:

• Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 5 or more years' related work experience or an equivalent combination of education and experience (e.g. Masters and 4+ years' related work experience.

Relocation:

This position does not offer relocation within INDIA.

Applications for this position will be accepted until Jun. 09, 2025

Education

Bachelor's Degree or Equivalent Required

Relocation

Relocation assistance is not a negotiable benefit for this position.

Visa Sponsorship

Employer will not sponsor applicants for employment visa status.

Shift

Not a Shift Worker (India)

Equal Opportunity Employer:

We are an equal opportunity employer. We do not accept unlawful discrimination in our recruitment or employment practices on any grounds including but not limited to; race, color, ethnicity, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military and veteran status, or other characteristics covered by applicable law.

We have teams in more than 65 countries, and each person plays a role in helping us become one of the world's most innovative, diverse and inclusive companies. We are proud members of the Valuable 500 and welcome applications from candidates with disabilities. Applicants are encouraged to share with our recruitment team any accommodations required during the recruitment process. Accommodations may include but are not limited to: conducting interviews in accessible locations that accommodate mobility needs, encouraging candidates to bring and use any existing assistive technology such as screen readers and offering flexible interview formats such as virtual or phone interviews.