Team Member - Administration

Administration & Facilities Management

Operations/Site Admin & FM

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.

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

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

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

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

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

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

Internal

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

External

• Admin vendors for operational control.
• Auditors.

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.

Decisions

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

Recommendations

• Budget efficiency.
• Vendors for RFP

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

• 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.