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This Position reports to :
Support Services Manager
Your role and responsibilities (Mandatory)
Administration Assistant - SHARED SERVICES
Position Overview :
The Administration Assistant is responsible for overseeing all aspects of facility, Admin and Transport operations for a 24 / 7 shared services center, ensuring a safe, efficient, and productive work environment. This role manages infrastructure, vendor management, compliance, and employee experience while maintaining operational excellence around the clock. This position will report to Employee Services Manager of ABB Business Services
Key Responsibilities :
Admin, Transport and Facility Operations Management (24 / 7)
- Oversee day-to-day facility operations include Housekeeping, Pantry, Security, Maintenance, Mailroom services, HVAC, electrical, building systems, Firefighting systems, CCTV, Access control systems, Preventive Maintenance service for all critical equipment and other critical services
- Manage complete transport operations including Global Guest's pick-up / drop, employee's pick-up / drops, cabs and driver compliance and handling employees' queries to ensure seamless transport operations
- Manage admin related services include F&B management, Cafeteria services, Guest Management, event management, Space Management and day care services etc.
- Support for small projects related to renovation and refurbishment projects
- Ensure 24 / 7 operational readiness with minimal downtime
- Manage shift-based admin support teams to cover round-the-clock operations
- Coordinate emergency response procedures and facility recovery plan to support business continuity
Vendor & Contract Management
Manage relationships with Admin / facility service providers (security, housekeeping, catering, maintenance, Transport etc.)Negotiate contracts and SLAs with vendors to ensure cost-effectiveness and qualityMonitor vendor performance against KPIs and conduct regular reviewsManage admin related budgets and control operational costsOversee procurement of admin / facility supplies and equipmentHealth, Safety & Compliance
Ensure compliance with local health, safety, and environmental regulationsSupport regular safety audits and risk assessments with the help of HSE Manager as per the ABB standard and work on the identified gaps / improvement areasSupport and manage fire safety, emergency evacuation proceduresManage incident reporting and investigation processes related Admin, Facility and TransportCoordinate with HSE (Heath, Safety, Environment) teams on compliance mattersEnsure proper waste management and sustainability initiativesSpace Planning & Workplace Management
Optimize space utilization and workplace layouts for operational efficiencyManage seating arrangements, and workspace allocationPlan and execute office moves, renovations, and refurbishmentsSecurity Management
Oversee physical security systems (access control, CCTV, fire alarms)Manage security personnel and protocols for 24 / 7 operationsOversee and support for visitor management and access control proceduresCoordinate with IT security on integrated security solutionsEmployee Services & Experience
Manage cafeteria and pantry services for all shiftsManage transportation services including odd hours shiftsSupport and ensure availability of amenities (parking, recreation areas, restrooms etc.)Address employee Admin, Transport facility related concerns and feedbackCoordinate wellness programs and workplace initiativesTechnology & Systems Management
Coordinate Integrated facility management systems as per MPSA (Master professional agreement)Implement and oversee IOT solutions e.g. under admin, Transport and Facility such as BMS, Visitor Management, Meeting room booking application etc.Oversee and support energy management systems and sustainability initiativesFinancial Management
Ensure annual admin budget vs. actuals to be tracked and aligned with the Controlling team guidelinesIdentify cost-saving opportunities and efficiency improvementsTeam Leadership
Manage and support facility and transport management team across multiple shifts (third party resources)Ensure adequate staffing for 24 / 7 coverageAdopt a culture of service excellence and continuous improvementCoordinate and support for training programs for Facility and Transport StaffKey Performance Indicators (KPIs) :
Facility up time and availability (as per defined MPSA)Response time to facility incidents and requests as per MPSAEmployee satisfaction scores (facility-related)Safety incident rates and compliance audit scoresEnergy consumption and sustainability as per the ABB standardPreventive maintenance completion rates (as per the defined SLA / Metrics in MPSA)Qualifications : Education :
Bachelor's degree in any domainPreferred any specialization in Facility Management, Building Management, Electrical, or related fieldProfessional certifications preferred : CFM (Certified Facility Manager), FMP (Facility Management Professional) will be added advantage.Experience :
8-12 years of Admin, Transport and facility management experienceMinimum 5 years managing 24 / 7 operations in shared services, BPO, IT, ITES or similar environmentsProven experience managing large facilities with 1000+ employeesExperience with multi-shift operations and vendor managementTechnical Skills :
Proficiency in Admin, Transport and facility management software or systemsKnowledge of technical skills such as, Building management system, Security, Maintenance, HVAC, electrical, plumbing, fire safety, LT Panel, UPS etc.)Understanding of building related safety regulations, and compliance requirementsEnergy management and sustainability practicesProject management skillsStrong analytical and problem-solving abilitiesTransport Operations :
A complete knowledge of transport operationsImplement transport guidelines, SOP and proceduresManage and support for Global Guest' pick-up / dropManage and support employee's pick-up / dropOptimization of route / cab to run cost effective transport operationsConduct and manage drivers' trainingEnsure transport billings to be checked and validated as per the ABB agreed rateEnsure cabs and drivers compliance as per the agreementPrepare various Transport reports and MIS for management reviewEnsure transport related SLAs and Metrics to be maintained as per the agreementManage and support for any transport accidentHandel employee's query and address it appropriatelySoft Skills :
Excellent leadership and team management capabilitiesStrong communication and stakeholder management skillsEmergency Response Crisis management and decision-making under pressureCustomer service orientation or Customer excellenceNegotiation and vendor management skillsAbility to work flexible hours and respond to emergencies 24 / 7Working Conditions :
Office-based with regular site inspectionsOn-call availability for emergencies 24 / 7May require occasional night / weekend work for critical projectsPhysical requirements : ability to walk facilities, climb stairs, inspect equipmentWe value people from different backgrounds. Could this be your story Apply today or visit www.abb.com to read more about us and learn about the impact of our solutions across the globe.
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Skills Required
Electrical, Project Management, Hvac, Fire Safety, Ups, Plumbing, Energy Management, building management system
