Senior Executive

Job Title

Sr. Executive – Administration

Function

Administration

Reporting to

Assistant Manager – Administration

1. Purpose

Responsible for execution of activities for effective facility management, upkeep and housekeeping of premises, maintenance of infrastructure and conduct of related activities for Blue Dart facility

2. Key Responsibilities

Responsibilities

· Conduct monitoring of all services in the Blue Dart facility such as availability of continuous power and water supply, effective functioning of sewage system, continuous availability of telephone services etc. on a regular basis; identify deviations and report the same to the superior

· Conduct payments for all services utilized in the Blue Dart facility to applicable authorities within defined timelines to ensure continuous availability of services

· Support the process of obtaining and renewing licenses for signages etc. by obtaining the requisite documentation, approvals etc.

· Conduct the planned maintenance activity of office equipment such as fax machines, copiers etc. as per the defined maintenance plan

· Conduct special maintenance activity when the need arises such as measures for provision of additional services during monsoons

· Monitor and execute activities for the upkeep of the premises such as gardening, sweeping, cleaning etc. through hired/ contracted staff

· Monitor the quality of services provided by contracted agencies for catering, housekeeping, concierge services etc. and ensure adherence to prescribed quality parameters; report any deviations to the superior

· Provide guidance to the hired / contracted staff for the smooth execution of day to day administrative activities

· Raise vendor invoices for the services availed in the Blue Dart facilities and support conduct of timely payments to the contracted agencies and vendors as per the terms of the contract

· Coordinate with the Security team on a periodic basis for safety of the Blue Dart facility and maintenance of fire safety equipment

· Coordinate with other departments to make arrangements for board meetings, senior management meetings, HR trainings etc. by ensuring availability of conference rooms, IT equipment etc.

· Complete the administration related activities for new joinees at the time of joining such as issuance of company ID card, provision of work station etc.

· Conduct processing of travel requests raised by employees

· Manage pick and drop services for guests and visitors at the Blue Dart facility

· Conduct mail distribution activity and ensure efficient delivery of mails / couriers to Blue Dart employees

· Provide support during the conduct of work place audits

3. Key Result Areas and Key Performance Indicators

S.No.

Key Result Areas

Key Performance Indicators

1.

Conduct facility management related activities

·   % adherence to planned maintenance schedule

·   Timely conduct of special maintenance activities

2.

Ensure provision of various administration related services and conduct of administrative activities

·   Timely support for procurement and renewal of required licenses

·   Timely monitoring of adherence to service quality parameters by contracted agencies

·   Timely processing of travel requests

·   Timely completion of joining formalities for new employees

·   Timely completion of mail distribution activities

3.

Customer satisfaction

·   Satisfaction score of employees with the services provided by the function

4.

Ensure performance driven culture

·   Adherence to performance management system timelines and guidelines