Maersk - Admin & Facilities Manager - SOM

Job Purpose/summary :

Working Closely with Senior Management Team and partnering with key stakeholders to optimize the current processes. Also, Understand the needs from various departments and bring about strategic interventions and ensure that continuous improvements are a part of change plan

Key responsibilities :

Lease agreements and Expat Coordination :

- Partnering with Estate agencies, Educational Institutions, Government agencies ( FRRO, Visa etc ) for Expats

- Ensuring Logistics around Expat accommodation & Relocation

Transport Management :

- Manage End to End employee transportation services.

- Ensure safety & security of employees.

- Cost Optimization through various initiatives.

- Lead the Transport Committee at site

- Conduct frequent satisfaction survey to ensure higher level of employee satisfaction.

- Vendor & fleet management

Telecom related requirements ( Review of the service providers, plans, number of connections, management of billing, coordinating with service providers relationship managers)Management of bills & invoices, related documentation

Travel :

- Issuing Invitation letters, cover and authority letters, Chamber of commerce letters.

- Managing contingencies by close tracking details of incoming / outgoing travellers

Cafeteria Management :

- Ensure 24/7 Cafeteria operations at Site .

- Vendor selection, contract management, vendor kitchen audits & compliance

- Manage Sodexo Cafeteria card on loading & reconciliation

- Lead Cafeteria Committee at site .

- Conduct Employee Satisfaction Survey related to cafeteria operations.

Event Management :

- Manage internal Company events like - Meeting & Conferences, Family day, annual day, Clients & leadership meetings.

- Reward & Recognition Programs, Booking venues & ensuring logistics.

Vendor Management & procurement :

- Developing and empanelment of vendors network (National & International) for all critical and non critical items; Infrastructure, Hardware, product, Services and Manpower

- Negotiating costs, Commercial Terms and Conditions with Vendors in favour of Organization

Safety, Security & EHS at workplace :

- Responsibility for emergency preparedness and BCP, Responding to safety and emergency situations while maintaining a safe and secure work environment

- Manage large outsourced Security service Provider, adhering to company security policies & procedures .

- Reporting & managing escalations

- Implement Company EHS policy, monitoring & reporting .

- Working closely with India EHS officer, BCP Manager & Site Office, Lead to ensure safe & secure work environment .

Facilities Management :

- Ensure Facilities Management of site through Internal Property Consultants

- Upkeep & ensure adherence to all company Policies & Procedures.

- Automation of Facilities Processes to ensure optimization .

Primary internal stakeholders : Process Excellence, Human Resources, Finance, Business

Primary external stakeholders : Vendors, Government agencies, Landlord Liaison,

Required experience & skills :

- Candidate should be a dynamic go getter with a strong focus on delivering results.

- Ability to work under pressure, short deadlines and extra hours if needed on assignments

- Candidate should have a minimum of 8-10 years of work experience

- Graduation required, MBA preferred

- Ability to Manage well in a fast paced environment

- Ability to work with & lead Outsourced Facilities Partner

Key measures :

- List 2-5 key measures/success criteria

- Effective supervision of Administration and Facilities team to achieve world class standards in Site Administration

- High level of engagement with Business and stakeholders to ensure achievements in employee satisfaction surveys