Job Description

No.

Key Accountabilities

1.

Governance framework, Budget management, MIS, Group Initiatives.

1. Prepare budget in consultation with necessary stakeholders, co-ordinate with Head-HR and Site CEO for their approvals. Send the site level approved budget to corporate office on or before the given timelines.

2. Ensure actual expenses tracked through BPC are within the approved budget.

3. Ensure closure of all monthly observation shared by Group on budget utilization report.

4. Analyze and prepare proposals for additional budget based on the business needs and post cost optimization during the H1 review.

5. Ensure 100% updating of Service tracker tool.

2.

Facilities Management for Offices & Guest House:

1. Ensure to have Facilities Management as per given SOPs and ensure to have office premises/guest house neat & hygiene with 90% of Employee/visitor satisfaction.

1. Conduct monthly meetings with Vendors and ensure that all given guidelines are properly followed by them. Review the service and take corrective action to mitigate gaps.

3.

Transport Management:

1. Ensure that all company-owned vehicles/hired vehicles under administration meet stake holders’ requirements.
2. Ensure that they are compliant with legal, regulatory, and contractual requirements, and resolve any issues as applicable.
3. Manage transportation request of site in line with group guidelines and keep track of utilization.

4.

Guest relations, Travel Management & Hotel Booking arrangements:

1. Book air tickets/trains tickets/bus tickets timely, i.e., within one day of the request received.
2. Book Hotels and arrange vehicles with economical price by having tie-ups with hotel.
3. Ensure timely and quality service to Guests visiting the Port.

5.

Asset & Office space management:

1. Ensure that all Furniture & Fixtures and other assets pertaining to Admin are properly tracked and maintained with the Asset Code.
2. Ensure periodical inspection of Assets as per the given guidelines. Ensure timely repair & maintenance of assets to keep up the asset in good condition.
3. Identify the unusable assets and coordinate with TC team for timely disposal of the same.
4. Managing the existing office space and allotment of cabins/workstations to the newly joined employees.

6.

Cost Optimization:

1. Effective utilization of resources & review admin expenses regularly to control expenses wherever applicable and ensure that expenses are within the budget figures.
2. At least 3% cost saving on overall approved budget.

7.

Event Management:

1. Ensure timely arrangements for the events conducted at Port.
2. Necessary coordination with all stake holders for successful completion of event.

8.

Guest House and Canteen Management:

1. Ensure proper maintenance necessary registers such as Vistors register, Grocery & other utensils register and other misc registers.
2. Ensure to provide good & timely service to the visitors. Targeting to achieve 90% positive feedback from the visitors.
3. Monitoring of Canteen operations. Coordinating with canteen committee and ensuring that vendor provides quality & hygienic food to the employees.

9.

Invoice Processing and ensure timely payments to vendors:

1. Ensure that vendors receive the payment within the timelines as prescribed in P.O.
2. Regular tracking of vendor bills and ensure that 85% of bills ageing should not exceed 21 business days.
3. Ensure that at least 95% of expenses captured in monthly provisions shared to Finance Department. Submit provisions by 2nd of every month.

Any Bachelor’s Degree / Master’s degree (Preferably Hospitality Background)

8 – 12 Years of experience