Assistant Manager - Administration - Mumbai
- Sodexo
- 7 - 12 years
- Mumbai
- 3 years ago
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Job Description
Roles and Responsibilities
1. Facility Management
- Repair and maintenance of office equipment and appliances (includes chillers, printers, shredder machines, air conditioners, television, water purifier, access controller, jet-spray machine.
- Coordination with approved vendor to ensure maintenance and repair activities required for upkeep of property (ranging from general wear and tear, building repair and enhancements e.g. painting, carpentry or civil work, replacement of broken parts / glass)
- Preparation of AMC maintenance schedule for work conducted on weekly, monthly, quarterly and annually, follow-up on other site maintenance activities e.g. AMC site visits, faade cleaning, D2H Connections, Garden Garbage cleaning, Pest Control, Diesel Procurement, Refilling of fire extinguishers & imparting training to Employees, Scrap disposal, water tank cleaning.
- Track monthly report of total consumption of electrical material used, news Papers, Cartridges.
- Tracking of all daily tasks at VH performed by HVAC/Plumbing vendors Check status of HVAC system, Plumbing and Sanitary, BMS, maintain a detail record of the work in an excel sheet which have been carried out at Vedanta House.
- Assist Chairman Residence house manager by procuring suitable vendors for property contracts, repairs, asset purchase, processing CERs NFAs approval.
- Control the petty cash. Keeping a track of all cash expenditures with details of spend, date and reasons.
- Asset Management Procuring new assets for VH and Chairman Properties (e.g. Air conditioners, televisions, Water Purifier, Chairs, Attendance tracking machine and other similar items) and tracking of returnable /non-returnable material /asset movements.
- Corporate Services support to the new joiners at VH, allocating Seating arrangement, stationery, Bank Account, Laptop, Email address, SIM Card, organizing accommodation and travel.
2. Vendor Management
- Close coordination with all the AMC vendors on regular basis.
- Monitor performance of the vendors which includes tracking of all reports/services on monthly, quarterly and annually basis as per the AMC terms.
- Identification and shortlisting of vendors for procurement of required items, interacting and advising them of our specifications, collating quotations, shortlisting the material/product or service as per the selection criteria. Raising NFAs & CERs as required for approvals and closure.
- Quarterly Anti-Bribery & Corruption Flash Messages - Preparing List of vendors and email address, sending email and flash messages to all the vendors.
3. Contracts - Vedanta House / Chairman Properties
- Responsible for tracking of all contracts, expiries, renewal quotes, negotiation, approval and recommendation from Procurement team.
- Issuing agreement letters, tracking of the acknowledged copy, uploading on our data system and sharing with Finance team for seamless payment schedule.
- Instrumental in budgeting activity by scheduling the forecasted annual spend for the coming year by way of contracting activity and expected increase in AMC spend.
- Payment processing - Receiving invoices from respective vendors, verification as per quotes or contracts / taking approvals / making SAP entries / follow-up with Finance for payments
4. Projects
- Coordination and planning of relevant budgeted/non budgeted activities (e.g. waterproofing, awning replacement)
- Follow all the procedures involved right from the start of the project to the end of the project from sourcing new vendors / OEMs, short listing, comparing quotes, obtaining approvals, Issuing purchase order and work orders.
- Making of NFA /CER/ Advance payments if any to project vendors and post commencement taking regular checks on adherence of all contractual terms
- Commissioning / reviewing projects and updating status to the HOD and ensuring timely completion of projects in strict adherence to SOPs.
5. Hiring of Key personnel for Chairman Office
- Sourcing of drivers & other key personnel for Chairman and Vice Chairman, conducting preliminary interview, performing back ground checks, scheduling interviews with HOD & VC for final selection, following pre and post empanelment process.
- Monthly attendance checking and invoice for billing.
6. Cartridges & Electrical Material Sourcing
- Control on receipt and issue of cartridges and electrical material
- Ordering and tracking of all the cartridges / electric material by counterchecking the invoices.
- Tracking of consumption and Maintaining stock sheet.
7. Business Plan SPOC / Invoice processing
- Responsible for documentation of invoices received at Vedanta House.
- Maintaining expense sheet for the department, ensuring correct segregation as per budget sheet by Finance team, preparing and collating provisions and ensuring timely payments.
- Regular tracking of the department business plan vis-a-vis the expenditure and initiating the monthly / quarterly budget discussion with the corporate services team to ensure expenses are in check.
- Instrumental in preparation of department business plan as the person responsible for tracking budget sheet, expenses, data mining and analysis
8. Travel and Forex
- Actively participating in Travel RFP project by analyzing travel partner data and commercials, initiating and participating in partner discussions
- Travel Outstanding Reconciliation For corporate office (Mumbai and Gurgaon) with registered travel Team, Accenture team and Individual bookers
- Forex O/s Reconciliation For corporate office (Mumbai and Gurgaon)
- Acting as a mediator between travel partner and employees thereby ensuring seamless and smooth services and resolving issues, if any.
9. Service Providers - Mobile and Data
- Responsible for Mobile and data vendors i.e. Vodafone, Airtel and Reliance for activities related to phone connections, data card, addition and deletion of lines, purchase of device.
- Responsible for resolving network issues at Residence of Chairman and other senior management, Corporate Office, Runaya Office by closely coordinating with Vodafone service providers and technicians
- COCP bill reconciliation, timely payment of the invoices, clearing queries regarding charges, if any.
- Negotiating the tariff, new plans for all COCP numbers. Total saving of 50% on the monthly billing due to the revised plans for all our connections
- Necessary documentation and process done for creating new account
10. Other
Preparation of a budget, Fixed asset register, Provision statement monthly preparation , Corporate Card and BTA statement reconciliations , Scheduled and adhoc facility maintenance , Drivers on outsourced basis, reporting statements, checking timesheets and claims , Preparation and issue of purchase orders and advances , Screening of candidates for FM, HK, Drivers, Security, Maids and reference checks, Any promoter related tasks
Interested candidates can send their resumes to ad**********a@so***o.com
Job Classification
Industry: Facility Management ServicesFunctional Area: Other,
Role Category: Other
Role: Other
Employement Type: Full time
Education
Under Graduation: Any GraduatePost Graduation: Any Postgraduate, CA in Any Specialization, MBA/PGDM in Any Specialization
Contact Details:
Company: SodexoAddress: Gemstar Commercial Complex,1st floor,,Ramchandra L, MUMBAI, Maharashtra, India
Location(s): Mumbai
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Keyskills: office equipment maintenance activities amc administration management
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Sodexo
Founded in Marseille in 1966 by Pierre Bellon, Sodexo is the global leader in services that improve Quality of Life, an essential factor in individual and organizational performance. Operating in 80 countries, Sodexo serves 75 million consumers each day through its unique combination of On-site Serv...
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