Executive - PRE & Admin

Job Title

Executive PRE & Admin

Function

Procurement, Real Estate & Administration

Reporting to

Regional Head Procurement, Real Estate & Administration / Regional Business Head

• Purpose
  
  

Support materials, services, real estate and fleet procurement in the region and ensure their availability within the agreed costs and timelines and also support in end-to-end administration activities.

• Key Responsibilities
  
  

Responsibilities

• Responsible for procurement of all materials, services, real estate and fleet in the region as per the defined processes and controls
• Responsible for the administration of empanelment of regional vendors for procurement of various materials and services for the company
• Support in identification and empanel regional fleet vendors in consultation with the operations teams and regional fleet management teams; Conduct all commercial negotiations with such fleet vendors and ensure adherence to the pre-decided vehicle hire rates (as per the signed contracts)
• Responsible for supporting all real estate procurement in the region including
• Working closely with the regional operations teams for potential locations and size of the facilities required
• Support in Identification of properties in the potential locations as per the specifications (location, size etc)
• Conducting the necessary due diligence on the shortlisted properties to minimize potential risks in future
• Supporting in negotiation of lease rentals with the landlords as per the budgets provided by regional teams
• Signing lease agreements with the landlords
• Renew and renegotiate rentals with the landlords before expiry of the lease period
• Liaise with the landlords on all aspects relating to the properties including payments, lease renewals, rent re-negotiations, property modifications / fit outs, occupancy issues etc
• Identify and work with various vendors for all internal civil works, renovations, remodeling and facilities improvement
• Prepare a comprehensive database for all vendors / contractors / fleet vendors / real estate landlords (name of party, products/services supplied, VAT, CST, PAN no., price/quality/delivery, payment terms and conditions etc.) in the region and keep it updated on an ongoing basis
• Responsible for the procurement for all assets required in the regions including machinery, electrical equipments, office implements like office furniture, IT equipments like laptops, printers, scanners, etc.
• Validate all procurement indents and purchase orders raised in the region and seek approval of Head Procurement & Real Estate on the same
• Maintain an inventory of all spares for IT systems and frequently used items in the respective region
• Support corporate teams in commercial negotiations with short-listed vendors for major/critical procurements to ensure best possible terms of procurement for the organization
• Continuously monitor vendor performance and ensure the conduct of periodic vendor audits
• Implement and ensure adherence to all policies and guidelines with respect to various Administration related activities like Facilities Management, Work Place Management, Housekeeping, etc. in the region
• Ensure maintenance of all Blue Dart locations and facilities in the region with respect to repairs, maintenance, etc.; Supervise any modifications or additions to the facilities
• Ensure effective conduct of all operations such as facilities management, housekeeping, pantry operations, etc. in all regional facilities
• Implement all guidelines with respect to maintenance and installation of electrical systems and the conduct of periodic HVAC maintenance for effective functioning of operations
• Responsible for maintenance of all utilities such as electric power, air conditioning, power and water supply, lifts, etc. for all Blue Dart facilities located in the region
• Undertake preventive and breakdown maintenance of electrical and power supply equipment at facilities
• Ensure uninterrupted telecommunication and data communications at all locations in the region
• Ensure proper functioning of all office equipment like telephone instruments, photocopiers, fax machines, etc. in the region
• Liaison with regional government bodies like municipal corporations for obtaining and renewing various licenses like shops & establishment, glow sign licenses, registration & stamping of weighing scale, etc.
• Manage and coordinate administrative activities for the region including travel desk, car hiring (pick up-drop/visitors), establishment bills, purchase and distribution of seasonal gifts, etc.
• Support in the identification and empanelment of service providers/ vendors for provision of soft services (i.e. housekeeping, pantry/ canteen/ food services) and hard services (i.e. HVAC Maintenance, etc.)