Assistant Administration Manager

The Administration team coordinates essential activities pertaining to daily office administration to ensure its staff enjoys a healthy, hygienic, safe and comfortable office environment.

Work you will do

The foremost objective of working in the Administration team is to attain the organizational vision, purpose & objectives by adhering to the policies and procedures set out by the Firm to ensure a seamlessly efficient work environment for all its staff and by achieving this in the most cost efficient and timely manner.

You will:

• Demonstrate highest possible standards of professional integrity / ethics, accountability & ownership, and good judgement.
• Be part of the administration team at your location office/s and ensure that daily office operations are performed efficiently.
• Supervise the facility by coordinating among the essential teams of soft services, building management services, maintenance (including equipment and their AMCs) & upkeep of the facility, front office team, vendor management, security, housekeeping, catering and cafeteria Management, printing & stationery, and Pantry Services and any other administrative cell or service pertinent to your respective office.
• Build and strengthen relationships with building authorities in which your office resides for quick resolutions of any related issues.
• Well-connected / networked and remain current with latest technology systems and procedures.
• Have sound knowledge of statutory compliances and ensure they are adhered to.
• Reporting to the Associate Director/PED, keep him appraised on a regular basis of the administrative functioning of your office facility.
• Have sound crisis management skills and ensure situations are well managed such as fire drills, transport arrangements in case of heavy rains, medical arrangements in case of emergencies etc. by creating a crisis management response team.
• Oversee statutory requirements of ISO Audits; In addition, contribute to the BCMS programme for the firm. You will also work with the BCMS Head for documentation.
• Gain sound knowledge of the Firms internal processes in handling and reporting of MIS and ensuring adherence to processes.
• Assist the Associate Director/PED in developing/improving and implementing policies and procedures for the department and organization.
• Assist the Associate Director/PED in preparing budgets, forecasts for the department.
• Streamline office operations to maximize quality and efficiency while optimizing/reducing costs.
• Manage and take responsibility for office projects, supervise and coordinate with contractors and consultants.
• Plan allocation and utilisation of space and resources for office facility.
• Familiarize yourself with various departmental SPOCs such as from Finance, IT, Talent, RRO as well as with Senior Management for seamless synchronization of administrative work.
• Build a rapport with the Business Teams and PEDs to understand their requirements and to have a strong working relationship at all levels. Ensure Talent and Service Line Partners requirements for their teams are met and addressed promptly.
• Need to make sound judgements in interviewing and recruitment of able team members.
• Carry out appraisals and identify professional requirements for team members. Appraise team members of all relevant professional trainings available within the Firm and keep them abreast of the latest trends in the Firm.
• Ensure a monitoring system of all records such as renewal of AMC contracts and any other agreements by appointed team.
• Sensitize team members of the Firms Diversity and Inclusion values and policies and ensure it is followed and respected.
• Assist with local Event Management for Firm and staff events pertaining to your geography.

Qualifications

• B.A./B. COM/ B.SC/ BCA or MBA or Diploma in Business Administration or other related courses.
• Must have 7 + experience, preferably in a similar industry.
• Strong understanding of job description, good stakeholder management & negotiating skills.
• Strong Command over English both spoken and written as a language.
• Proven track record of good leadership and people skills.

Your role as a leader

we believe in the importance of leadership at all levels. We expect our people to embrace and live our purpose by challenging themselves to identify issues that are most important for our clients, our people, and for society and make an impact that matters.

In addition to living our purpose, the aim across our organization is to:

• Build your own understanding of our purpose and values; explores opportunities for impact.
• Demonstrate strong commitment to personal learning and development; act as a brand ambassador to help attract top talent.
• Understand expectations and demonstrates personal accountability for keeping performance on track.
• Actively focus on developing effective communication and relationship-building skills.
• Understand how your daily work contributes to the priorities of the team and the business.