Assistant Manager Administration

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 all formalities related to signing of contract with Service Agencies
• To identify, negotiate best rates and place orders to vendors for Office Supplies & Stationary
• To manage & maintain the company vehicle & monitor the driver
• To ensure Annual Maintenance Contracts are signed and renewed as per schedule
• To ensure repair & preventive maintenance is carried out for the office equipment's as and when required
• To ensure proper allocation of office space to each department
• To develop & track the processes for all administrative functions
• 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 carried out seamlessly
• To audit and check the office premises at opening 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