Admin Assistant _3

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This Position reports to:

Support Services Manager

Your role and responsibilities (Mandatory)

Administration Assistant - SHARED SERVICES

Position Overview:

The Administration Assistant is responsible for overseeing all aspects of facility, Admin and Transport operations for a 24/7 shared services center, ensuring a safe, efficient, and productive work environment. This role manages infrastructure, vendor management, compliance, and employee experience while maintaining operational excellence around the clock. This position will report to Employee Services Manager of ABB Business Services

Key Responsibilities:

Admin, Transport and Facility Operations Management (24/7)

• Oversee day-to-day facility operations include Housekeeping, Pantry, Security, Maintenance, Mailroom services, HVAC, electrical, building systems, Firefighting systems, CCTV, Access control systems, Preventive Maintenance service for all critical equipment and other critical services
• Manage complete transport operations including Global Guest's pick-up/drop, employee's pick-up/drops, cabs and driver compliance and handling employees' queries to ensure seamless transport operations
• Manage admin related services include F&B management, Cafeteria services, Guest Management, event management, Space Management and day care services etc.
• Support for small projects related to renovation and refurbishment projects
• Ensure 24/7 operational readiness with minimal downtime
• Manage shift-based admin support teams to cover round-the-clock operations
• Coordinate emergency response procedures and facility recovery plan to support business continuity

Vendor & Contract Management

• Manage relationships with Admin/facility service providers (security, housekeeping, catering, maintenance, Transport etc.)
• Negotiate contracts and SLAs with vendors to ensure cost-effectiveness and quality
• Monitor vendor performance against KPIs and conduct regular reviews
• Manage admin related budgets and control operational costs
• Oversee procurement of admin/facility supplies and equipment

Health, Safety & Compliance

• Ensure compliance with local health, safety, and environmental regulations
• Support regular safety audits and risk assessments with the help of HSE Manager as per the ABB standard and work on the identified gaps/improvement areas
• Support and manage fire safety, emergency evacuation procedures
• Manage incident reporting and investigation processes related Admin, Facility and Transport
• Coordinate with HSE (Heath, Safety, Environment) teams on compliance matters
• Ensure proper waste management and sustainability initiatives

Space Planning & Workplace Management

• Optimize space utilization and workplace layouts for operational efficiency
• Manage seating arrangements, and workspace allocation
• Plan and execute office moves, renovations, and refurbishments

Security Management

• Oversee physical security systems (access control, CCTV, fire alarms)
• Manage security personnel and protocols for 24/7 operations
• Oversee and support for visitor management and access control procedures
• Coordinate with IT security on integrated security solutions

Employee Services & Experience

• Manage cafeteria and pantry services for all shifts
• Manage transportation services including odd hours shifts
• Support and ensure availability of amenities (parking, recreation areas, restrooms etc.)
• Address employee Admin, Transport facility related concerns and feedback
• Coordinate wellness programs and workplace initiatives

Technology & Systems Management

• Coordinate Integrated facility management systems as per MPSA (Master professional agreement)
• Implement and oversee IOT solutions e.g. under admin, Transport and Facility such as BMS, Visitor Management, Meeting room booking application etc.
• Oversee and support energy management systems and sustainability initiatives

Financial Management

• Ensure annual admin budget vs. actuals to be tracked and aligned with the Controlling team guidelines
• Identify cost-saving opportunities and efficiency improvements

Team Leadership

• Manage and support facility and transport management team across multiple shifts (third party resources)
• Ensure adequate staffing for 24/7 coverage
• Adopt a culture of service excellence and continuous improvement
• Coordinate and support for training programs for Facility and Transport Staff

Key Performance Indicators (KPIs):

• Facility up time and availability (as per defined MPSA)
• Response time to facility incidents and requests as per MPSA
• Employee satisfaction scores (facility-related)
• Safety incident rates and compliance audit scores
• Energy consumption and sustainability as per the ABB standard
• Preventive maintenance completion rates (as per the defined SLA/Metrics in MPSA)

Qualifications:

Education:

• Bachelor's degree in any domain
• Preferred any specialization in Facility Management, Building Management, Electrical, or related field
• Professional certifications preferred: CFM (Certified Facility Manager), FMP (Facility Management Professional) will be added advantage.

Experience:

• 8-12 years of Admin, Transport and facility management experience
• Minimum 5 years managing 24/7 operations in shared services, BPO, IT, ITES or similar environments
• Proven experience managing large facilities with 1000+ employees
• Experience with multi-shift operations and vendor management

Technical Skills:

• Proficiency in Admin, Transport and facility management software or systems
• Knowledge of technical skills such as, Building management system, Security, Maintenance, HVAC, electrical, plumbing, fire safety, LT Panel, UPS etc.)
• Understanding of building related safety regulations, and compliance requirements
• Energy management and sustainability practices
• Project management skills
• Strong analytical and problem-solving abilities

Transport Operations:

• A complete knowledge of transport operations
• Implement transport guidelines, SOP and procedures
• Manage and support for Global Guest' pick-up/drop
• Manage and support employee's pick-up/drop
• Optimization of route/cab to run cost effective transport operations
• Conduct and manage drivers' training
• Ensure transport billings to be checked and validated as per the ABB agreed rate
• Ensure cabs and drivers compliance as per the agreement
• Prepare various Transport reports and MIS for management review
• Ensure transport related SLAs and Metrics to be maintained as per the agreement
• Manage and support for any transport accident
• Handel employee's query and address it appropriately

Soft Skills:

• Excellent leadership and team management capabilities
• Strong communication and stakeholder management skills
• Emergency Response Crisis management and decision-making under pressure
• Customer service orientation or Customer excellence
• Negotiation and vendor management skills
• Ability to work flexible hours and respond to emergencies 24/7

Working Conditions:

• Office-based with regular site inspections
• On-call availability for emergencies 24/7
• May require occasional night/weekend work for critical projects
• Physical requirements: ability to walk facilities, climb stairs, inspect equipment

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