JOB TITLE: Assistant Manager – Administration
FUNCTIONAL AREA: Administration
REPORTS TO: Group CFO(TBD)
POSITION'S OBJECTIVE: (brief on position's objective)
To oversee the organization's administrative operations and to manage office supplies and equipment's within the budgetprovided
KEY RESPONSIBILITIES:
- To identify, negotiate best rates and complete allformalities related to signing of contract with Service Agencies
- To identify, negotiate best rates and place ordersto vendors for Office Supplies & Stationary
- To manage & maintain the company vehicle &monitor the driver
- To ensure Annual Maintenance Contracts are signedand renewed as per schedule
- To ensure repair & preventive maintenance iscarried out for the office equipment's as and when required
- To ensure proper allocation of office space to eachdepartment
- To develop & track the processes for all administrativefunctions
- To prepare and maintain monthly expenses report
- To prepare and maintain trackers for monthly bills
- To create and maintain any other ad hoc reports as required by the management
- To ensure Office opening and closing is carriedout seamlessly
- To audit and check the office premises atopening as per existing checklist
- To book meeting/board room as per authorized bookings and make necessary arrangements related to food & logistics & any other specialized requirements
- To track and follow up with all vendors for timely delivery of orders/bills and other special requirements
- To liaison with MCD and other local authorities as and when required
- To provide support, motivation and encouragement to colleagues and team members
- To work collectively and in collaborating manner across departments for enhanced productivity
JOB SPECIFICATION: (QUALIFICATIONS/KNOWLEDGE/EXPERIENCE)
- Years of Functional Experience: More than 6 years experience in managing the office administration in medium to largeorganization. Should have handled a team
- Degree/Diploma: Graduate
- Role: Team Management (TBD)
- Knowledge & Skills: Preventive Maintenance
- Office/Facility administration
- Maintenance contracts & Liabilities & SLA's
- Planning & Organizing
- MS Word & Excel
- Commercial acumen
- Negotiation skills
ANNEXURE A:
COMPETENCIES REQUIRED:
- Process oriented with focus on improving quality/efficiency by consistently setting high performance standards through holding self/team accountable
- Understands immediate & long-term goals of internal & external customer/stakeholder and works proactively to address potential problems
- Partnering with customers/stakeholders to devise cost effective solutions for meeting their expectations and going extra mile to drive customer delight
- Prompt recognition & timely resolution of crises/issues and seizing opportunities
- Demonstrates clear understanding of products and drivers of financial health/stability
- Creates systems/processes for efficient workflows and keeps open communication enabling high performance standards
- Supports team by aligning them while understanding their abilities and work styles
