Senior Manager - Administration
Educational Qualification:
Bachelor's degree Hotel & Hospitality Management/ Diploma in Electrical or Mechanical Engineering is
mandatory
Higher degree in relevant field is preferable
Experiences:
15+ years of work experience with minimum 3 - 5 years for managing a large facility.
Rich experience of formulating strategies and conceptualizing service management frameworks
Experience of working on technology and digitalization projects.
Strong understanding of financial and cost optimization principles
Experience of running F&B production and operations for a large facility with exposure to housekeeping
services
Sound knowledge of planned preventative maintenance, response maintenance and forward
maintenance planning
Strong experience of space management and space occupancy plan designing
Robust experience of drafting and implementing policies at corporate level; Experience managing
operational budgets with exceptional planning and project management skills
Rich experience of service partners management; Experience of dealing with contractual workforce
employed for service delivery
Demonstrates a good working knowledge of buildings services installations including HVAC / Electrical
and other technical systems
Experience of Quality Management would be preferred
Strategic Roles and Responsibilities
- Lead the development and execution of corporate admin strategies, ensuring they align with organizational goals. Focus on enhancing the employee experience and driving operational efficiency to create a productive work environment.
- Partner with Group Admin Head in understanding the Group's requirement for Admin services (Hard and Soft) across the property footprints at Ahmedabad and provide structured guidance to BU admins across India.
- Manage admin budget for Corporate Admin towards service operations and initiatives; ensuring adherence to defined budgetary and cost optimization guidelines; also address budget overruns, if any
- Define a service delivery framework and service delivery plan for all services in line with the business requirements to drive operational excellence for standardization.
- Develop Admin Service Manual having guidelines, policies and SOP's for Admin services revisit the same from time to time considering the business dynamics and scope of improvements.
Property Management
- Work closely with HR/ Businesses to understand expansion strategy and conduct a property need assessment and forecasting exercise for Ahmedabad. Lead annual and 3-year property forecast plan catering to growth plans.
- Oversee the setup and management of corporate office spaces, ensuring they are functional and conducive to employee well-being.
- Ensure smooth operations, including space utilization and facility maintenance.
Service Delivery and Operational Efficiency
Ensure the seamless delivery of admin services and facilities management. Oversee the operational aspects of Admin services including like Office Management & Accommodations ensuring these are cost-effective and efficient. Soft Services
- Oversee end-to-end facility management services and upkeep of all office premises including timely pest control, effective waste management and horticulture activities
- Oversee successful execution of F&B production and operations for pantry, executive dining, meetings rooms and cafeterias & lead the food committee.
- Ensure food quality and service delivery standards are met and always maintained and oversee timely maintenance of all kitchen equipment
- Provide support to health & safety department to ensure paramedic services are always available (Medicines, On-call doctors, Resting Spaces etc.)
- Ensure adequate safety protocols are in place for facility maintenance
- Oversee smooth functioning of all services within facilities viz. mail/ dispatch services, key management, inventory management, front desk, concierge services and housekeeping services. Hard Services
- Develop a Business Continuity plan from admin perspective, plan the annual maintenance calendar and ensure all MEP activities and structural upgradations are carried out for heating/cooling systems, plumbing and water management, lightings, scientific tank cleaning, facade cleaning, painting etc.
- Develop a robust breakdown maintenance plan for all core mechanical, electrical services; Conduct regular proactive service inspection and create a sustenance plan for preventive and reactive maintenance to minimize downtime
- Review hard services' performance at regular intervals; Conduct audits and root cause analysis of identified issues, ensure timely resolution of all problems and optimal utilization of all resources to increase site efficiency
Employee Experience Enhancement
- Drive initiatives to improve the employee experience, ensuring that administrative services and facilities support employee needs. Regularly gather feedback to create an employee-friendly and supportive environment.
Governance and Compliance Management
- Ensure all admin services comply with internal standards & compliance, legal regulations, and organizational policies. Oversee audits and ensure continuous compliance to support an efficient workplace.
- Adhere to the Admin governance framework and ensure all service processes follow the SOP.
- Analyse audit findings with regards to service operations and collaborate with the concerned stakeholders to develop effective action plans for mitigating risks / gap identification
- Ensure a robust service partner bill settlement process which includes bill processing and pay-out as per agreed SLAs
- Conduct operational reviews from time to time and ensure smooth service delivery and adherence to defined SLAs for all services
- Ensure data management & related analysis; Reporting and spend analysis to monitor and drive department trends.
Internal & External Stakeholder Management
- Oversee timely resolution of all services queries/ grievances addressed at the Helpdesk; address escalations if any and provide guidance to teams to effectively resolve all queries
- Analyse the service performance and employee satisfaction levels (through formal / informal feedback) and pilot strategic initiatives to drive process improvements
- Identify and build partnerships and relationships with service partners and maintain rigor over service partner performance and resolve escalations
- Successfully leverage these networks for value creation for Adani; Oversee partner offerings and lead negotiations with them for all services
Technology and Process Evolution
- Identify areas for process improvement across admin functions. Implement new strategies, tools, and technologies to streamline operations and improve service delivery.
- Identify areas within admin function which could be automated/ integrated with technology and collaborate with the relevant stakeholders to plan and deploy these initiatives.
- Ensure smooth functioning of the tools for services delivery
People Management
- Lead a team of admin professionals, ensuring they are aligned with organizational goals & processes. Provide guidance, performance management, and development opportunities to build a strong, efficient team.
- Ensure Coordination with service partners for timely availability of contractual manpower and manage by means of ensure staff is working in line with agreed SLAs followed by monthly reviews.
- Drive a performance driven culture - Set goals, review performance, and provide feedback to ensure a motivated and committed team
- Foster an environment of learning and excellence within the team
