Executive - PRE & Admin

Job Title

Executive - PRE & Admin

Function

Procu re ment, Re al Estate & Administration

Re p orting to

Re gional Head - Procu re ment, Re al Estate & Administration / Re gional Business Head

1. Purpose

Support materials, services, re al estate and fleet procu re ment in the re gion and ensu re their availability within the ag re ed costs and timelines and also support in end-to-end administration activities.

2. Key Re sponsibilities

Re sponsibilities

Re sponsible for procu re ment of all materials, services, re al estate and fleet in the re gion as per the defined processes and controls

Re sponsible for the administration of empanelment of re gional vendors for procu re ment of various materials and services for the company

Support in identification and empanel re gional fleet vendors in consultation with the operations teams and re gional fleet management teams Conduct all commercial negotiations with such fleet vendors and ensu re adhe re nce to the p re -decided vehicle hi re rates (as per the signed contracts)

Re sponsible for supporting all re al estate procu re ment in the re gion including

Working closely with the re gional operations teams for potential locations and size of the facilities re qui re d

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 futu re

Supporting in negotiation of lease re ntals with the landlords as per the budgets provided by re gional teams

Signing lease ag re ements with the landlords

Re new and re negotiate re ntals with the landlords befo re expiry of the lease period

Liaise with the landlords on all aspects re lating to the properties including payments, lease re newals, re nt re -negotiations, property modifications / fit outs, occupancy issues etc

Identify and work with various vendors for all internal civil works, re novations, re modeling and facilities improvement

P re p a re a comp re hensive database for all vendors / contractors / fleet vendors / re al estate landlords (name of party, products / services supplied, VAT, CST, PAN no., price / quality / delivery, payment terms and conditions etc.) in the re gion and keep it updated on an ongoing basis

Re sponsible for the procu re ment for all assets re qui re d in the re gions including machinery, electrical equipments, office implements like office furnitu re , IT equipments like laptops, printers, scanners, etc.

Validate all procu re ment indents and purchase orders raised in the re gion and seek approval of Head - Procu re ment & Re al Estate on the same

Maintain an inventory of all spa re s for IT systems and f re quently used items in the re spective re gion

Support corporate teams in commercial negotiations with short-listed vendors for major / critical procu re ments to ensu re best possible terms of procu re ment for the organization

Continuously monitor vendor performance and ensu re the conduct of periodic vendor audits

Implement and ensu re adhe re nce to all policies and guidelines with re spect to various Administration re lated activities like Facilities Management, Work Place Management, Housekeeping, etc. in the re gion

Ensu re maintenance of all Blue Dart locations and facilities in the re gion with re spect to re p airs, maintenance, etc. Supervise any modifications or additions to the facilities

Ensu re effective conduct of all operations such as facilities management, housekeeping, pantry operations, etc. in all re gional facilities

Implement all guidelines with re spect to maintenance and installation of electrical systems and the conduct of periodic HVAC maintenance for effective functioning of operations

Re sponsible 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 re gion

Undertake p re ventive and b re akdown maintenance of electrical and power supply equipment at facilities

Ensu re uninterrupted telecommunication and data communications at all locations in the re gion

Ensu re proper functioning of all office equipment like telephone instruments, photocopiers, fax machines, etc. in the re g ion

Liaison with re gional government bodies like municipal corporations for obtaining and re newing various licenses like shops & establishment, glow sign licenses, re gistration & stamping of weighing scale, etc.

Manage and coordinate administrative activities for the re gion 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.)