Aditya Birla Group Hiring for Lead Administration at Maharashtra Full Time

Full Job Description
Updated: December 12, 2022
Location: Maharashtra, India
Organization: Metals
Job Description:
Tentative JB-11 opportunity (“The position is not yet evaluated. The Job Band mentioned for the position is a tentative JB and is to be considered for the purpose of hiring only. The tentative JB may change subject to actual evaluation.”)

Job Description
Office Facilities and Cleaning requirements: – (Housekeeping, Security, Pantry Boys and Service staff Manpower requirement)

Responsible for managing Centurion and Paragon office facilities.
Ensuring office Service staff and Manpower requirement
House Keeping Management
Pantry Management
Office equipment’s repair and Maintenance
Ensuring office to be operational without any breakdown and all facilities to be available Electricity, Water, Telephone and Air Conditioning.
To maintain a neat, clean, and safe work area.
Coordinating for regional locations Streamlining the processes
Coordination with various department
Digitization activity
Cost Control Implementation

To interface with internal employees and resolves problems.
To Ensure Checklists & Logs to be updated & maintained as per the prescribed frequency in the maintenance procedure.
To acknowledge all the logs & checklists daily.
To be responsible for the leave planning of Security and Service staff & to always ensure availability of standby resources.
To evaluate support services, identifying needs, anticipating problems, and developing corrective action plans.
To take Control on HK Inventory. (Spares, stores, consumables etc) and required stock is always maintained at site.
To ensure every HK duty person is explained his job description in his local language.
To Ensure all HK team members wear standard uniform during working hours.
To ensure all the internal employee complaints are always attended within set turnaround time.
To Ensure required staff strength is always maintained as agreed in the contract and coordinate with office and fill the vacancy if any shortage on manpower.
To maintain discipline and quality of work by all HK/Technical staff.
Updating MIS of the Housekeeping and day to day Maintenance.
Inventory Management of Accessories in Meeting Room, Directors Cabin & Pantry.
Feedback and report upon completion of events and assigned work.
To verify and HK consumable expenses for all FM sites.
To work for improving HK performance.
To ensure all the housekeeping equipment’s supplied by service provider are in working condition like vacuum machine, Get pump machine, Scrubber Machine.
To ensure the chemical required to maintain housekeeping services are available and required stock is always maintained at site.
Ensuring regular preventive maintenance of tea coffee machine & vending machine.
Ensuring availability of crockeries in cafeteria for day-to-day operation.
Ensuring cleaning lobbies and other interior and outside common areas.
Coordinating with all building authorities for any issues in the building facilities or common areas.
Competent at replenishing cleaning supplies and paper products in rest rooms.
Track record of maintaining all rooms in a clean and presentable fashion.
Keeping record of dusting, vacuuming, and picking up garbage.
Thorough understanding of operating cleaning equipment.
Visitors management system:-

Managing Reception area activities
Visitors’ and employees entry management
Managing Access Card System
Managing Canteen System
Control on unauthorized access in the office and critical area.
Tracking records of Visitors/Contactors Entry
Tracking records of food consumed by Visitors
Renewal of application and resolving issues related to VMS
Project activities: –

Understanding requirement of new offices
Coordinating with Project team for Civil and interior work, Designs and Layouts.
Follow up with procurement team for Purchase order.
Follow up with account team for payments and resolving any queries.
Core understanding of determining causes of malfunctions and correcting them properly by coordinating with vendor.
Providing technical assistant with the design and implementation of Civil and interior work
Assisting in reading and interpreting instructions and safety procedures associated
Well-versed in installing and repairing pumps, motors, fan coils and piping, HVAC, Furnitures, Electrical system.
Ability to determine whether a part of a system or the system in whole can be repaired or will need to be replaced.
Review the contracts documents and advise the manager of any deficiency.
Implement cost effective measures for reducing project cost.
Review Contractors submittals (Equipment’s Data Sheet, Inspection & Test Plan and Installation Operation & Maintenance Manual) related to the discipline and ensure its compliance with concept design, contract requirements and submit to consultant & client for review & approval.
Attend technical meetings with consultant/client/contractor and weekly progress meetings with the client.
Review HVAC spare parts operation & maintenance manuals of trades related to the discipline and ensure compliance with contract requirements.
Witness pre-construction & commissioning activities related to the discipline and ensure full compliance with project requirements.
Renewal of legal documents Shop and Establishments, BMC architecture layout, Fire layout.
Technical and Engineering support: –
Office Telephones and Internet Connections:-

Maintenance of UPS, Batteries, APFC panels, Electrical Panels, CCTV, PA and Fire System.
Inspection, refurbishment, and Routine Maintenance of HVAC Mechanical Systems as per schedule.
Critical Equipment Rooms Maintenance like data center, Server Rooms, BMS Room.
Fire system Maintenance like smoke detectors, sprinklers.
Provide a comprehensive facility Management service to ensure that all amenities are resourced and maintained to the specified standard.
Cost saving Initiative without compromising quality of services.
Prepare repair and maintenance plan for Critical activities and implement the preventive maintenance schedule.
Manage the budget efficiently and yield cost savings where possible without compromising quality of service.
Ensures occupancy of sites complies with statutory legislation.
Ensure quality of staff, appraising and developing them to ensure maximum contribution.
Arrangement of training programs at all levels within the staff.
Preparation of disaster management plan.
Proactive liaison with appropriate local and municipal authorities.
To comprehend and follow safety rules and regulations.
To understand and follow oral and/or written policies, procedures, and instructions.

Taking care of PRI or Sip lines Telephone connections and application for new line
Follow up with IT team for any issues
Bills checking, submission to Accounts
Annual Maintenance Contract:-

Handling all AMC, renewal of rate Contracts
Negotiation with vendors
Monthly meetings with various vendors for resolving their queries
Follow Up periodic Pre planned preventive Maintenances like Pest Control and Cleaning Water Tanks, drainage system, Plumbing system, Fire, CCTV, Access, AIR Conditionings etc.
Preparation of 52-week Calendar for all PM activities
Incident reporting and Investigation
Vendor risk analysis document
Escalation Matrix of Vendors/Building Authority
Vendor performance rating
Maintaining History Cards with detailed report in excel
Ensuring Safety protocol and Service related SOP followed by contractors under Supervision of Skilled worker
Keeping records of all Service reports with checklist
Asset Management:-

Management of Company owned assets.
Ensuring Payment of office procured assets
Repairs and Maintenance
Preparation of RFA and Purchase Order
Disposal of assets
Assesses financials for legal compliance.
Reviews financial reports to find ways to reduce costs of asset.
Compiles and presents asset management reports to clients, supervisors and senior executives.
Office asset Movement:
Facilitate Office goods transportation by preparing, comparison of rates, negotiation
Coordination with various departments for related Paperwork or standard documents as per Company policy.
Purchase Activities: –

Contacting various panel vendor and taking quotations, comparison chart, negotiation
Preparation of RFA and RFAD
Procurement of assets and other requirements.
Ensuring supply of material in office on time
Coordination with Building team for entry of Materials in the premises.
Ensuring delivery related documents are in place.
Verification of assets received as per BOQ and Processing bills on Approval.

Organizing and Co-ordination of office events and special occasion management: –

Ensuring arrangement of Birthday cakes
Ensuring food arrangement and Service
Ensuring arrangement of Pooja on special festivals
Ensuring arrangement of sweets/dry fruits during festivals
Communication to employee for wellness of program
Arranging training venues, co-ordination to facilitate training programs
Taking care of farewell get together requirements
Coordination with various department for Conference room setup requirements
Support to decoration and Fun activities in office during festivals
Reception and Mailroom or Dispatch activities:-

Ensuring valid rate contract with various courier agency
Monitoring of courier records and updating
Ensuring Debit to department wise
Monitoring of distribution of documents within local offices
Ensuring requirement of office boys for banking or outside activities
Overseeing Courier facilities/bills checking
Overseeing Incoming mails/outgoing mails
Stamp Papers arrangement
Coordination with Vendors Resolving issues related to dispatch
Health and Safety:-

Coordinating for arranging fire mock Drills with building authority
Keeping records of all safety and emergency procedure in place
Arranging Health and safety trainings
Ensuring all safety protocol followed within office premises
Conducting safety audit through safety officer
Responding and resolving audit Points highlighted
Arranging medical infrastructure to employee
Ensuring availability of Medical equipment’s for Emergency use.
Making SOP for Fire and safety Protocol
Helpdesk Activities:-

Managing helpdesk for employee service request
To ensure all the internal employee complaints are always attended within set turnaround time.
To interface with internal employees and resolves problems.
Attend incidents and service request raised in System.
Arranging printers and attending issues related to Printing facilities.
Facilitate all requirements of transfer cases and for newly joined employees.
Ensuring timely Printing of Business Cards, ID Cards, Name Plates, brochure, standees, Letter Heads, Envelopes, etc.
Renewal of rate contract and negotiation
Procurement of stationery items for office use, checking bills & submission.
Office Budget:-

Preparation of facility management Centurion and Paragon office budgets vs actual and monitor subsequent performance.
Tracking Budget Vs Actual Spend on monthly. Coordination and follow up within team.
MIS Reports and SOP preparation:-

Submitting Weekly, Monthly, Quarterly reports.
Monthly Office FMRE Expense Data review for Centurion (Monthly MIS in ABG Workspace)
Preparation of various SOP/EOP for office

and communicating to employees

Review and updating of SOP/EOP on regular interval time Procurement, preparation of RFA, RFAD and Purchase Order
Conducting Statutory Compliance audit of all contract staff
Qualifications:
Bachelor Of Commerce,MBA
Minimum Experience Level:
3-5 Years
Report to:
General Manager