Heineken Hiring for Admin Executive Job at Bangalore Full Time

Role: Admins Executive (Employee Services)

The candidate should demonstrate the ability to manage F&B Services, Space Management, Accommodation, Rent & lease, Transport, Security & Travel for UBL

• Perform work with minimal direction
• Exercise some independence in determining objectives and approaches to assignments.
• Pursue self-development and build effective relationships with others
• Learn from change, difficulties, and feedback through high adaptability and perseverance
• Work collaboratively with other UBL units and leads to ensure the quality and consistency of the work.
• Stay updated on new trends, market behavior and new tools to continually improve the service.

Key Responsibilities

Operations & Maintenance Services

• Co-ordinate & oversee soft service like cafeteria, housekeeping, courier, accommodation, event management. office space and travel
• Set the standards, protocols & testing procedures to maintain health & hygiene of food & beverage services.
• Evaluate the team deployed by Vendors on site to ensure correct level and scale of trained resources for efficient management of all soft services
• Assess Service Levels and Performance Indicators and define the mechanism to assess the performance levels of various subcontractors.
• Audit sub-contractors on quality of service & upkeep of the workplace.
• As per requirement, identify vendor/partners for various administrative services (travel, accommodation, cafeteria, office space, employee services and event management etc.) with the procurement team as per defined UBL guidelines ensuring adherence with statutory compliances.
• Obtain minimum 3 quotations for the requirements from the vendors/partners. Conduct field visits and technical evaluation of the vendors as per defined quality parameters and metrics.
• Track annual contracts for products and services required (AMC, Consumables etc.). Ensure timely renewal, renegotiation and updation of contracts considering lowest cost of services/products in the market
• Develop and deliver innovative strategies to enhance users’ experience and productivity in the workplace, work on continuous improvement in the process.
• Manage & Track on supplies and ensure that it has adequate stocks and materials to keep the operations smooth
• Manage supply and service contracts as approved by UBL
• Prepare SOW and get proposals from vendor partner for all soft services, security, rent & lease services.
• Ensure all billing, invoicing and payments are as per processes and meet the organization requirement.
• Ensure timely and accurate completion of FM reports pertaining to soft services administrative support to the Facilities leader as per the UBL requirement
• Manage accommodation & travel bookings for UBL staffs.
• Will be a focal point for all UBL units to ensure smooth operation on all the above areas

Space, security & facility Management

• Analyze available workspace balancing employee needs/requirements and adherence with defined UBL policy. Allocate office space to the employees as per defined UBL employee policy
• Analyze security and facilities services and manpower requirements. Identify and deploy agency for providing security and facility management services.
• Coordinate new office set up projects by analysing office (CAPEX and operational) requirements, optimizing cost, finalizing vendors, obtaining relevant approvals and deployment of services as per defined scope
• Manage healthy relationship with property managers and vendors for ensuring quality execution of day-to-day security and facilities operations
• Work closely with commercial team to identify, evaluate, negotiate, execute, manage new and existing real estate which includes office and warehousing, hotels
• Create and maintaining a strong pipeline of opportunities by working with property consultants, independent brokers in the market.
• Preparing analyses and evaluation of opportunities and presenting it to Facilities head
• Co-ordination & Implementation of all technical services requirement for projects
• Prepare Schedule, monitor the progress, daily inspection of site, conduct daily, weekly
• meetings with the suppliers

Accommodation & Travel

• Ensure accommodation and travel arrangement for new employees during onboarding and support them in finding permanent accommodation
• Arrange for ID and access cards, workspace and admin requirements for the new employees as per UBL policy in collaboration with HR team
• Review relocation request and ensure relevant documentation and approvals are in place for processing the request.
• Undertake relocation requirements and arrange for a vendor to support. Track employee relocation operations in collaboration with vendor, ensure timely delivery of services and adherence to defined SLA

Finance & Contracts

• Check vendor invoices as per contract.
• Plan, review and track Operations budget..
• Examine all contracts for goods and services. Define the technical, commercial and operational scope of works for Contracts.
• Develop SLA and assist sourcing team in closing PO / Agreements with vendors.
• Track monthly expenses and create financial reports.
• Develop MIS reports.
• Comply with statutory norms

Policies, Process & Compliance

• Ensure policies and procedural requirements for compliance of statutory requirements are met.
• Implement and monitor effective governance of delivery with all stakeholders.
• Identify administrative operations and process improvement and digitalization initiatives to enable HR and functional teams in accessing relevant admin resources as per UBL policy while driving effective compliance management
• Partner with IT team to design and provide tools and solutions to incorporate best technology driven admin system and processes in UBL