Admin Manager for Ekta World, UAE (2+ Years Experience)

Job Description:
Handling complete administration department of Head office and site offices.
Assisting the Senior Manager-Administration in day to day operations
Auditing and processing monthly bills
Assignment of work, monitoring day-to-day activities of the team.
Motivating self and the team to discharge their duties with perfection.
Initiating new ideas for cost reduction.
Vendor Management (Security, Housekeeping, Office Boys & Food related vendors)
In charge for Access control & ID cards. 
Monitoring all the functions of Front Office,Travel,tel bookings & Courier Management
Monitors all the functions of BMS & CCTV
Arranging fire evacuation drill & fire training for the staff
Co-ordination with H.R & Sr.Mgmt team Additional requirements
Co-ordinating with H.R with H.R team regarding New seat/space allocation
Co-ordinating for offsite/parties / Picnics & event management.
Vendor bill tracking & co-ordinating with finance
Checking training room requirement / Upkeep/Training Coordination
Key Management ( Locker Room / Pedestal / Cabins & Rooms )
MIS / Monthly Provisions / Trackers for Admin 
Basic First Aid Training & Work Safety & Heath related compliances
Monitoring incoming documents/invoices/bills / Courier etc
Office Stationery -Accounting/ Issuing/ Tracking etc
Access Control Cards Printing & Issue
Making Leave & License Agreement for the guest house.
AMC for ACs, EPBAX/Printers/ Projectors/Access Control Systems/ Security systems/ Fire Panel/ Inverter / UPS etc.
PO finalization as per the request from Sr. Manager.
Fire Extinguishers Maintenance.
House Keeping:- Coordinating and monitoring to ensure that adequate staffing is available at all required places like cafeteria and wash rooms. Ensuring that cleaning is done as per the daily, weekly and monthly check list. Taking round of the facility to check proper upkeep of the office.

Travel Bookings :-
As per the request from departments book domestic / international tickets.
Supervising all the functions of travel desk.

Client Meetings:- As per the schedule arranging for transport, accommodation, food and conference facility.

Cafeteria Management:- Formulating the food committee involving all the processes and finalizing the food menu. Ensuring food and snacks availability as per the schedule and as per the quality standards. Surprise checks of cafeteria & food sampling.Ensuring proper housekeeping in the cafeteria. 

Access Control:- Activating and de-activating the access control for employees as per the data received from HR. Coordinating with BMS for access for ground floor. Handling the access control software

Security Management:- Posting security for personal security, material movement and monitoring CCTV.
Day to day security related issues, conducting investigations and risk assessment, and taking action with regard to incidents. Also help to raise people's awareness of security issues and liaise with external law enforcement agencies.
Responsible for company security ensuring a safe and secure working environment by creating security/fire/life safety policies and procedures.
Implementing cost effective security and risk mitigation programs that protect high profile personnel; high-risk operations; vulnerable products and critical business information and processes. 
Produce and implement company procedures relating to security, operations and emergency response and producing asset risk protection documents. 
Operate compliance testing and audit programs to assure the effectiveness and quality of security programs.
Investigate reports of policy violation and allegations of wrongdoing. Promote communication programs to enhance and encourage employee awareness.
Security vendor management; schedule security officers duty roster; assign posts; and, manage the guard force. Manage the global access control and CCTV system and program. Coordinate employee's pre and post employment background checks; extend the process to vendors as appropriate. 
Provide on-going security awareness training to administrative and front-line staff on handling suspect mail, bomb recognition, phone threats and personal safety.

Procurement 
Oversee purchasing and stock of household/washroom/cleaning items
Planning & Purchasing of Stationery items
Procurement of IT items used for various purposes
Procurement of various items used on day to day basis in the company owned Guest House at feasible rates
Procurement of various items used in the Office cafeteria at economical rates

Asset Management:- Maintaining the details of all the assets including workstations, pedestals, racks, LCDs , and all other furniture / fixtures in the office as per the format. Do the regular checks about the maintenance of them.

Guest Houses:- Handling company leased accommodations and guest houses
Checking proper cleaning / maintenance of the guest house.
Allotment of rooms as per the convenient of guest / as per designation.
Checking of bills / invoice for the guest house purchase.
Closely monitor the activities of care takers.
Renewal of Leave & License agreement, NOC & other documentation part. 
Commercial functions:-
Vendor Selection
Vendor Evaluation and Finalization
Vendor Performance Management
Projects / Setting up new offices:-
Making / updating snag list of new projects.
Supervision of project work as per the BOQ.
Checking / observing the material for the office furniture.
Arranging drawings of office with help of Architect.
Forwarding Daily / Weekly & monthly updates to Sr. Manager about the new project.

Compliance :-
Provide confidential administrative support to the senior management team.
Budget development and expense tracking.
Responsible for office management, information coordination and supervision.
Process of purchase requests on various services and expediting procurement.
Vendor development and maintaining vendor relationship.
Maintaining attendance & tracking leave details of the employees.
Preparing Attendance Sheet for Salary Payments.
Maintaining Stock Records relating to Office Pantry
Controlling as well as Coordinating various issues relating to Company owned Guest House at Belapur

Mail Desk and Stationery:- Coordinating with mail desk team to ensure proper distributing of inward and outward couriers and mails. Monitoring the Xerox desk for availability at all required times.

http://www.ektaworld.com

Kinjal Thakker
kinjal.t@ektaworld.com
career@ektaworld.com