Lead - Admin

Qualifications

Educational Qualification:

• Bachelor’s degree in any discipline is mandatory.
• IHM or equivalent hospitality/facility qualification from any reputed college or university.

Experiences:

• 8+ years of work experience in a similar position for mid-sized / large organization; Experience managing a direct team of 5-8 members (including FM leads & facility departmental heads).
• Preferably someone is proficient with Malayalam language.
• Preferably to have worked in Airport operations or an organization with diversified business; Experience of managing large property footprint and remote sites
• Strong understanding financial and cost optimization principles
• Strong experience of managing large facilities; Experience of working with CAFM systems
• Rich experience of formulating strategies and conceptualizing service management frameworks
• Experience with designing and implementing employee feedback framework
• Proven experience of delivering excellent customer care and service in a large organization.
• Strong knowledge and experience in at least two or more Admin domains like Services management, Property management, Infrastructure management and Corporate real estate
• Experience of dealing with multiple stakeholders – internal as well as external

Responsibilities

Strategic Roles and Responsibilities

• Understand the BU/group long-term plan and assist in devising the BU’s Admin roadmap and operating model and devise Site specific strategy and plans.
• Roll out initiatives identified by BU admin post research & benchmarking studies; Oversee creation of implementation plan as well as continually review and revise the implementation plan to meet the changing business dynamics.
• Conduct Admin budgeting exercise for Site in consultation with Site HR Head and BU Admin Head and establish budget preparation guidelines for all Admin sub-departments; Undertake necessary action for any budget deviations.
• Ensure adherence to expense management/ cost optimization guidelines set by the BU; Identify and drive cost optimization projects at the Site level.
• Oversee implementation of Admin policies/SOPs for the Site; Set guidelines for business specific Admin policies and systems.
• Periodically review and contribute to updating all Admin policies and guidelines and ensure they are updated keeping in consideration the changing business dynamics.

Property Management

• Work closely with the business to understand their office expansion strategy under admin gamut and conduct a property need assessment and forecasting exercise; Generate an annual and 3- year space/ property forecast plan for the business and present to Senior Leadership.
• Support in identification of new properties/spaces for potential projects and provide guidance for formulating infrastructure plans from an Admin perspective.
• Provide support in conducting audits for office properties; Address any risks/ challenges identified.
• With the input of BU admin induct industry-leading state-of-art systems/ processes at the Site/ property by leveraging knowledge of industry’s best practices.

Services Management

• Devise the services management operating plan, frameworks for various Admin Services across the Site (viz. Travel & Accommodation management, General Admin Services, Facility Event Management software and oversee Hard Services (In coordination with MEP department).
• Drive Site operations of all Admin services (viz. Travel & Accommodation management, Local transport management, General Admin Services, Soft Services, Facility Event management and oversee Hard Services) to create a conducive work environment for Adani employees.
• Managing onboarding process of new employees at site in terms of providing initial support for accommodation, transportation, space allocation and providing employees with joining kit.
• Providing appropriate Food & Beverage i.e., Breakfast, lunch, snacks, and dinner options to employees through concessioners in coordination with commercials department.

Local Transport Management

• Manage all company-owned vehicles under administration and ensure they are compliant with legal, regulatory, and contractual requirements, and resolve any issues as applicable.
• Oversee driver duty allocation and facilitate driver training on etiquette and soft skills for all company vehicles.
• Identifying competitive vehicle leasing plan for site in coordination with Techno commercial.
• Manage transportation request of site in line with group guidelines and keep track of utilisation.

Uniform management

• Prepare annual uniform requirement for customer facing roles in coordination with respective department and plan procurement through ARC vendor.
• Oversees the uniform inventory, receives shipments, audits invoice, and authorizes payment.
• Uses resources efficiently to maintain appropriate inventory levels and sizing options while minimizing inventory expense.
• Coordinates with all department managers to ensure that uniforms for all positions are updated and accurately listed on uniform lists.
• Creating system and process for issuing uniform & provide laundry services through empanelled vendor on site.

Governance

and Compliance Management

Governance Framework & Compliance

• Ensure adherence to established governance framework and ensure site Admin service levels are in line with prescribed standards.
• Participate in governance committees to discuss issues/ deliver insights/ share best practices and devise action plans targeted on driving functional excellence and process improvements.
• Ensure adherence to defined budgets for the Site; Provide guidance/ prepare action plan to overcome deviations; if any.
• Ensure timely submission & verification of vendor bills as well as timely pay-out as per agreed SLAs (for all services).
• Ensure adherence to prevailing statutory requirements and standards, ensure certifications and licenses are obtained for services under admin function for the Site along with timely renewal as applicable.
• Manage all lease documentation for the Site properties and ensure timely renewal of the same (ref Leasing of Property SOP).

Audits and Process Adherence

• Support in formulation of Audit calendar for specific Site; Ensure timely closure of planned activities and audit findings; as applicable.
• Analyse audit findings, draw insights, and collaborate with the concerned stakeholders to develop effective action plans for mitigating risks/ address gaps identified.

Performance Reviews

• Conduct periodic performance reviews for the Site; Monitor all on-going strategic initiatives with the admin team as per defined performance review calendar.

External Stakeholder Management

• Identify strategic service partners for Adani and build partnerships with solution providers/ government officials/ local authorities for admin services.
• Conduct formal service partner identification process (functional & technical evaluations).
• Contribute to defining the scope of work; Partner with TC and conduct strategic negotiations and finalize contractual terms and conditions.
• Review (technical components) and provide final sign-off for all Site level contracts and agreements signed with service vendors.
• Supervise service partner performance reviews and address critical issues if any.

Internal Stakeholder Management

• Ensure employee feedback is collected from time to time and conceptualise new strategies to improve employee satisfaction levels basis feedback received.
• Ensure information about Admin initiatives, updates and achievements is communicated timely and effectively to internal stakeholders for the business.

Technology

and

Process Evolution

• Identify areas within Admin which could be automated/ integrated with technology for meeting customer needs; Supervise the implementation to ensure seamless integration
• Tap into strategic information for Site employees using data analytics and generate meaningful insights to enhance service delivery.

People Management

• Drive a collaborative and high-performance driven culture – Set goals, review performance, and provide feedback to ensure a motivated and committed team.
• Guide & mentor talent in the admin function on their growth and development.
• Drive employee engagement & collaborative workplace initiatives at the business level with site HR (e.g., townhalls, newsletters, off sites, events, etc.).

Key Interactions Internal****External

• Collaborate with Site HR Head to identify key priorities and specific requirements.

• Interact with a wide spectrum of service partners and build strategic relationships with them with an objective of leveraging them for business advancement in time; Collaborate closely with them to track service deliveries and mitigate risks.

• Interact with BU Admin Head for understanding organizational strategy and business objectives and formulating Site’s strategy in line with the same

• Build a strong network and relationships with government agencies, urban local agencies and other local bodies involved with Admin.

Key Result Areas (KRAs) Strategy

• Strategy & Business Plan formulation & Deployment
• Strategic Initiatives Implementation

Financial

• Budget Creation and Budgeting Process Compliance
• Budget Compliance
• Cost Optimization

Process

• All COE Process Compliance (At BU-Site level)
• All COE Process Efficiency (At BU-Site level)
• All COE Process Enhancement (At BU-Site level)
• Process Standardization
• Technology Adoption
• Customer Satisfaction

People

• Partner Relationship Management
• People management & Skill Development
• Employee Engagement/ Retention