General Manager - Administration - Construction/Cement

JOB DESCRIPTION : GM - ADMINISTRATION

Key Purpose of the Job:

Responsible for managing the overall administration including creation of hygienic working conditions, control on administrative expenses, developing healthy relations with government agencies and meeting all statutory requirements. Other duties include effective coordination with various external agencies like security agencies & vendors and internally with HR and Finance team to ensure smooth running of organization.

Key Accountabilities

- Infrastructure & Space Planning

- Business Travel & Accommodation

- Provide Employee benefits as per entitlement

- Housekeeping & Facility Management

- Office Supplies

- Adherence to the budget and processes

- Event and employee welfare

Key Functions & Responsibilities

Strategic

- Administer everyday operations for Administration Department of organization and provide support to all running projects and supervise to the team members as well as manage all financial and administrative activities.

- Design Admin Departmental targets and evaluates all staff performance at various meetings and provides coaching and guidance to ensure maximum efficiency.

- To prepare the administrative budget in consultation with CEO

- To manage and resolve day to day Administrative issues

- Organizing and carrying out audit for ROs and maintaining quality and standards. Further, creating audit report and suggesting strategy for future improvements.

- Finalization of project offices and related activities on timely basis

Operational

Budgeting / Finance

- To exercise control over administrative expenses

- To ensure timely payment to all vendors and identification of the vendors with proper scrutiny.

- To analyze all projects for future programs and recommend improvements to all business policies and procedures and prepare all budget reports and coordinate with corporate accounting service center for same.

- Purchases printing/site furniture/IT items (like laptops/Desktops/Printers/Photocopiers and Software) materials and form by obtaining requirements, negotiating price quality and delivery, approving invoices.

Facility Management:

- To supervise energy consumption and find out means to reduce energy consumption

- To streamline housekeeping services in terms of quality and cost reduction in activities

- To ensure food quality served in the cafeteria and ensures maximum utilization of guesthouse for visitors to reduce hotel bills

- Liaising with vertical/divisional heads and office management to understand departmental procedure, legal, financial and facilities policies

- Monitor all new rent agreements and renewal of old agreements of offices and vehicles of H.O, Guest Houses, ROs and projects Sites and prepare schedule of all work within required time frame and coordinate with resource managers and supervisors to evaluate all approvals

- To coordinate with security contractors to provide quality manpower

Travel and Hotel Management

- To be involved in negotiations with Hotels so as to ensure best rates and services.

- To ensure smooth travel and fleet management at optimal costs.

- Creation of a pool of hotels in various cities across India.

- Ensure arrangement of national and international travel including visa management, hotel rate negotiation etc.

Event management

- To support in organizing events of the company within approved budgets

- To ensure a comfortable, healthy hygienic atmosphere in the office

- To oversee smooth relocation of any employee

Developmental

- Keep abreast of developments in the area

- Assist admin staff to formulate all policies and plan all managerial activities for services and ensure smooth functioning of the organization.

- Manage the team effectively by coaching, mentoring, provide periodic feedback and exposure to enhance learning

Internal & External Interactions

Internal: CEO, Other functional heads, Employees at Corporate and Regions

External: Vendors, Contractors, Security Agencies, Hotel & Travel services

Education & Experience Requirement

- Graduate with 10+ years of experience

- Familiarity with construction/engineering service sector desirable