Deputy Manager – Admin Incharge Full Time

No.

Key Accountabilities

Governance framework, Budget management, MIS, Group Initiatives.

• Prepare budget in consultation with necessary stakeholders, co-ordinate with Head-HR and Site CEO for their approvals. Send the site level approved budget to corporate office on or before the given timelines.
• Ensure actual expenses tracked through BPC are within the approved budget.
• Ensure closure of all monthly observation shared by Group on budget utilization report.
• Analyze and prepare proposals for additional budget based on the business needs and post cost optimization during the H1 review.
• Ensure 100% updating of Service tracker tool.

Facilities Management For Offices & Guest House

• Ensure to have Facilities Management as per given SOPs and ensure to have office premises/guest house neat & hygiene with 90% of Employee/visitor satisfaction.
• Conduct monthly meetings with Vendors and ensure that all given guidelines are properly followed by them. Review the service and take corrective action to mitigate gaps.

Transport Management

• Ensure that all company-owned vehicles/hired vehicles under administration meet stake holders’ requirements.
• Ensure that they are compliant with legal, regulatory, and contractual requirements, and resolve any issues as applicable.
• Manage transportation request of site in line with group guidelines and keep track of utilization.

Guest Relations, Travel Management & Hotel Booking Arrangements

• Book air tickets/trains tickets/bus tickets timely, i.e., within one day of the request received.
• Book Hotels and arrange vehicles with economical price by having tie-ups with hotel.
• Ensure timely and quality service to Guests visiting the Port.

Asset & Office Space Management

• Ensure that all Furniture & Fixtures and other assets pertaining to Admin are properly tracked and maintained with the Asset Code.
• Ensure periodical inspection of Assets as per the given guidelines. Ensure timely repair & maintenance of assets to keep up the asset in good condition.
• Identify the unusable assets and coordinate with TC team for timely disposal of the same.
• Managing the existing office space and allotment of cabins/workstations to the newly joined employees.

Cost Optimization

• Effective utilization of resources & review admin expenses regularly to control expenses wherever applicable and ensure that expenses are within the budget figures.
• At least 3% cost saving on overall approved budget.

Event Management

• Ensure timely arrangements for the events conducted at Port.
• Necessary coordination with all stake holders for successful completion of event.

Guest House And Canteen Management

• Ensure proper maintenance necessary registers such as Vistors register, Grocery & other utensils register and other misc registers.
• Ensure to provide good & timely service to the visitors. Targeting to achieve 90% positive feedback from the visitors.
• Monitoring of Canteen operations. Coordinating with canteen committee and ensuring that vendor provides quality & hygienic food to the employees.

Invoice Processing And Ensure Timely Payments To Vendors

• Ensure that vendors receive the payment within the timelines as prescribed in P.O.
• Regular tracking of vendor bills and ensure that 85% of bills ageing should not exceed 21 business days.
• Ensure that at least 95% of expenses captured in monthly provisions shared to Finance Department. Submit provisions by 2 nd of every month.

Qualifications

Any Bachelor’s Degree / Master’s degree (Preferably Hospitality Background)

8 – 12 Years of experience