Team Member - Administration

Division

Administration & Facilities Management

Department

Operations/Site Admin & FM

Job Purpose

To act as Central nodal point to collate, update all data for Admin & FM functions at site. To prepare MIS and share with corporate team. Prepare draft annual budget for Admin functions at site.

Key Accountabilities (1/5)

1.Drive administration management through close coordination with businesses/functions to ensure timely deliverables and overall satisfaction

• Develop and lead implementation of services related to the facilities of the organization
• Anticipate, visualize and plan resources as per the budgetary guidelines and directions from key stakeholders
• Ensure cost effective/optimum utilization of resources to cater needs as and when required

Key Accountabilities (2/5)

2.Creating relevant MIS Templates, Proposals, Presentations etc

• Understand the requirement & discuss it with internal stakeholders
• Prepare MIS templates that captures data holistically within a minimum format
• Decide on periodicity of MIS Submission
• Prepare and submit proposal & presentation as per the requirement, also coordinate with internal stakeholder for timely approval

Key Accountabilities (3/5)

3.Active support to statutory functions by documentation, legal and administrative support in and out of the organization leading to compliances adherence all the time

• Ensure proper and adequate contract labour related compliances in coordination with statutory in charge
• Plan and implement adequate measures in advance  to avoid unrest
• Ensure all statutory compliances are met by vendors and service providers
• Keep updated with developments w.r.t changes and implement change management accordingly

Key Accountabilities (4/5)

4.Prepare draft Site Annual Budget for Admin & FM

• Preparation of draft budget for the next financial year well before the due date as set up by Central Admin department
• Collation of relevant inputs of ongoing financial year and comparing the data with the previous year’s actual spends, budget and project a realistic future spend for the year
• Capture all new requirements, new hiring’s, new initiatives/projects by Cross functional dept. which impacts Admin & FM budget
• Discussion of Draft budget with the site Admin head, before finalization by due date of the current Financial Year for presentation to Head Admin & FM Cipla

Key Accountabilities (5/5)

5.Management of Residential Complex

• Performs regular inspections of complex and common areas for sanitation, order, safety, and comfortable environment
• Allotment of accommodation to eligible employees in coordination with Site head and HR head
• Advice rent/electricity data to people strong by 10 of each month
• Carry out timely R & M work as per requirement in coordination with Engineering team
• Upkeep and maintenance of RC

6.Common Repair and maintenance & Project works

• Visualise and plan repair and maintenance of All admin area at site
• Coordinate with site engg team for timely completion of work and work out SLA
• Timely submission of invoice for payment to vendor

Major Challenges

Timely support with internal stakeholder, especially with Engineering team for timely completion of work. Time management --- Operations on ground along with data management. 

Key Interactions (1/2)

Internal

• Site Admin & FM Heads.
• Site Finance Heads.
• Site Engineering Heads.
• Site HR Head
• Department Heads and SME’s of Cross functional team. 

Key Interactions (2/2)

External

• Admin vendors for operational control.
• Auditors.

Dimensions

Pull data from internal stakeholder, verify and discuss the same with site Admin head, reconcile data with finance team, Externally, deal with service providers and auditors for data/ aberration reconciliation and audits.

Key Decisions (1/2)

Decisions

• Design of MIS templates.
• Escalation of financial issues.
• Validity of financial data.
• Periodicity of data submission.

Key Decisions (2/2)

Recommendations

• Budget efficiency.
• Vendors for RFP

Education Qualification

• Bachelor’s degree – In a related field such as Business Administration, Facilities Management or equivalent
• Advance Degree (Optional) – A master’s degree

Relevant Work Experience

• 5-6 Years of experience in Office administration, facilities management
• People management skills.
• Good negotiation and interpersonal skills
• Ability to influence others and perform in challenging situations.