Manager - Administration
VS DEMPO HOLDINGS PVT LTD
Total years of experience :19 years, 10 months
• Responsible for Property Management,
Repair &Maintenance general
Administration of all group companies,
Colleges and sports football academy.
• Developing Soft Services & coordinating
Schedules and implementing those
for the better performance of the
equipment and practices.
• Responsible for administering vendor
management & its services across the
group of companies .
• Responsible for timely and cost effective
preventive and corrective maintenance
management.
• Identifying Operational, Contractual and
Performance concerns and reporting to
management.
• Communicating with stakeholders to
identify project scope, establish milestones
and outline deliverables.
• Monitoring the In house Staffs and Sub
contractors work are within the agreed
SLA.
• Ensuring activities meet and integrate
with organizational requirements for
quality management, health and safety,
legal stipulations, environmental policies
and general duty of care.
• Preparing SLA and KPI for service
contracts and ensuring compliance for the
company and subcontractors.
• Responsible for Client interaction,
managing staff, budgets, and
subcontractors, as well as negotiating
leases and overseeing upcoming projects.
• Direct the planning, construction and
maintenance of company facilities and
properties.
• Responsible for developing budgets and
long-range facilities plans based on
company growth and future facilities
needs.
• Responsible for activities involved in
repairs and maintenance, catering,
security, Housekeeping operations.
• Coordinate with IHS team for adherence
in health and safety at the facilities and its
occupants.
• Involved in Strategic planning with IFM
team, Business units and company
management in adhering to specific
requirements.
• Manage all IFM operations projects,
events& programs for all facilities across
the campus.
• Ensure that FM projects are delivered on
schedule, on budget and meet quality
standard.
Key Areas of Focus:-
• To oversee daily operations in property
management, Electrical operations, repairs &
maintenance, Security, vendor management and
ensure safety compliance and quality in line with
ISO 9001 standards.
• Proactively assess, clarify, and validate customer
needs on an ongoing basis
• Establish productive and professional
relationships with key personnel in assigned
customer accounts.
• Coordinate the involvement of company
personnel, including support, service, and
management resources, in order to meet account
performance objectives and customers'
expectations.
• Understand customer requirement and technical
conditions in detail and appraise & educate on
giving the right solution customized for the need
and condition.
• Develop and maintain long term business
relationship with the account thereby ensuring
high customer satisfaction by working closely with
the delivery teams.
• Support and actively promote the safety programs.
Perform regular site inspections or respond to
notification of breakdown.
• Oversee supervisors, team leaders and work
crews in the housekeeping and maintenance
department.
• Oversee all work in progress to ensure quality,
timeliness and safety.
• Develop, recommend and monitor the operating
budget for area of responsibility.
• Maintain inventory of necessary stocks and
supplies.
• Oversee AMC and negotiation of contracts.
• Organizing and planning essential central services
such as waste disposal and recycling.
• Research and update information relating to all
personnel-related policies annually, to ensure
compliance with all laws and regulations.
• Ensure all standards and procedures are followed
as per the OSH set forth by the Management and
constantly review and take corrective measures for
smooth Operations.
• Develop and monitor budget allocations,
expenditures and related financial activities for
the purpose of ensuring that allocations are
accurate, revenues are recorded, expenses are
within budget limits and/or fiscal practices are
followed.
• Identify best practices and lead continuous
improvement initiatives to reduce work process
risks, raise safety awareness, and improve safe
work practices.
• Ensure transactions are properly recorded and
entered into the computerized accounting system
• Assist with the annual audit
• Tracking Inventory & Asset management.
Housekeeping
• Maintain the property in accordance with
standards laid down
• Daily inspection of the facility and ensure
overall cleanliness are maintained as per set
standards.
• Complete all monthly inventories on time and
prepare Purchase orders and order supplies as
required.
• Ensure all maintenance requests are completed.
• Ensure Health and safety standards are followed
at all times.
• Planning and preparing monthly reports
pertaining to finance required for maintaining
office infrastructure and facilities and Monthly
Management Reports.
Project co-ordination
1. Develop and maintain a detailed project
schedule which includes administrative tasks and
other sites involved in the project.
2. File all project documents (hard and soft copies)
3. Coordinate with the Project Manager and
Responsible to track project changes and
produce updated site based schedule as agreed
with Business units and project management,
Ensure adherence to deadlines.
Other responsibility
• Coordinate with the landlord for issues related to the building and fixing the issues without affecting the end users.
• Managing repair, maintenance & replacement of office equipments, appliances, furniture, furnishings, and building maintenance.
• Implementation and operations of Security and
Surveillance • Oversee acquisition, installation and commissioning of equipments that is required for the facility.
• Monitor all Statutory Compliance areas. Asset Management across all Site operations.
• Ensure all procedures are followed in Canteen as per the HSE set forth by the Management and constantly review and take corrective measures for smooth operations.
Job Profile: -
•Overall responsible for Facilities Management, Transport operations, Space Planning & Allocation, Guest House management Visitor Management & Vendor Management & General Administration.
• Conduct orientation program for new hire & communicating with the employees regarding policy changes.
• Speedy redressal of grievances through regular interaction, counselling, or by taking appropriate measures.
•Ensure timely payment of wages and other dues as per company policy.
•Administer labour relations, assist in contract negotiation.
• Responsible for administering & implementing Physical Security Policy.
• Liasioning with Government authorities, Village panchayat, Labour Department, PCB (Pollution Control Board), Central Excise & Customs office, DGFT (Directorate General Foreign Trade), Electricity board.
•Co-ordinating with vendors for AMC of electro-mechanical equipments.
Responsibilities:
•Maintaining & supervising essential services of daily operations in the facilities such as M& E operations, housekeeping, Security, Pest control, Cafeteria management & Transport.
M&E Operations
• Monitor completion of job assignments through frequent field observation and inspections to ensure compliance with standards and instruction and revises instructions and time frames as necessary.
• Responsible for training employees on equipment, task procedures, work standards and proper safety procedures.
• Communicates regularly with all maintenance technicians, both individually and as a group, to ensure good two-way communication concerning issues.
• Track, analyze and improve key maintenance parameters such as asset utilization, maintenance cost, PM compliance, schedule compliance, etc.
• Maintain safety, health, and environmental policies and procedures.
• Direct, maintain, and enforce the safety program for the maintenance department; review safety records to uphold standards of maximum safety for all maintenance technicians.
Housekeeping
•Conduct orientation training and in-service training to explain policies, work procedures.
• Inventories of stock to ensure adequate supplies.
Cafeteria Management
•Monitoring day to day functions like housekeeping, upkeepment of instruments provided in the canteen.
•Plan & implement cost effective methods on a regular basis, Plan budgets and devise cost control.
•Planning menus in consultation with suppliers and ordering supplies as required.
•Hiring, training, supervising and motivating permanent and casual staff.
•Ensuring health and safety regulations are strictly observed, recorded and archived.
•Setting and monitoring budgets and maintaining financial and administrative records.
•To ensure the food is prepared as per count in order to avoid shortages of food. •Maintenance of Hygiene in and around the canteen, & checking the quality of food before service.
•Ensuring that the vendor is supplying as per standard norms decided in Agreement viz brands of eatables etc.
Transport:-
• Plan, organise and manage transport operations.
• To monitor routing, dispatching, and tracking of vehicles on day-day basis.
• Monitor operations to ensure that staff members comply with administrative policies and procedures, safety rules, and government regulations.
• Promote safe work activities by conducting safety audits, conducting safety meetings, and meeting with individual staff members.
• Conduct employee orientation on transport policies and procedures for improving the quality of transportation facility.
• Monitor and prepare pre-trip inspection reports for each vehicle that include information on number of passengers and Kms for the day.
• Ensure Daily reports (Pickup & Drop, Deviation) and trip sheets are compiled for a monthly report.
• Verify accuracy of final reports and the transport bills before submitting to AP.
Other Functions
•Housekeeping •Ensure consistently high operating standards in every area of Housekeeping, as identified by the company standards.
•Perform routine inspections of all Housekeeping areas and report any issues to the Maintenance
•Implement, effectively all Housekeeping policies and procedures including Health & Safety and security
•Monitor the appearance, standards, and performance of all Housekeeping Team Members with an emphasis on training and team work.
•Schedule of Team Member rotations.
• O&M - Operations & Maintenance
• Plan, organize and supervise facilities maintenance operations, including HVAC, DG, UPS, building maintenance, structural repairs, renovation, plumbing.
• Coordinate, assign, direct, daily, weekly, monthly, yearly schedules.
• Establish job priorities and time frames for Maintenance Staff.
• Responsible for installation or repair of Electrical / HVAC systems.
• Monitor completion of job assignments through frequent field observation and inspections to ensure compliance with standards and instruction and revise instructions and time frames as necessary.
• Responsible for training employees on equipment, task procedures, work standards and proper safety procedures.
• Serve as safety representative, including coordination of safety training needs, assisting with safety audits, facilitating compliance with standards and maintaining related safety records.
• Schedule and Supervise maintenance activities within the system, including work performed by contractors or subcontractors within the system.
• Respond professionally to requests for information from the staff / management regarding maintenance of the Facilities, including questions, concerns, and complaints.
• Create and develop documents related RFP or RFB maintenance projects.
• Develop specifications and make recommendations on capital equipment purchases.
• Maintain appropriate documentation of maintenance schedules, equipment installations, structural repairs and work orders and other operating reports for the facility.
•Security
•Responsible for maintaining a secure environment through ensuring the security of the facility. •Act as liaison between company and any governmental agencies such as police, fire and any safety regulatory bodies. • Maintain procedures to reduce any internal theft/losses. •Ensure that all required checks, tests, and inspections are completed in a timely manner where required in order to ensure compliance with all code and regulation requirements and ensure that all records are properly maintained as required.
• Guest House Management
• Ensuring that accommodation is maintained hygienically and attractively presented.
• Controlling a budget, managing stock, ensuring FIFO procedures are followed and ordering supplies.
• Liaising with reception services to co-ordinate the allocation of accommodation.
• Arranging laundry and linen supplies.
• Planning staff rotas. • Arranging repairs and maintenance.
• Recruiting, training and supervising teams of room attendants.
• Inspecting to ensure that all aspects of the accommodation meet hygiene and health and safety regulations.
• Planning the availability of accommodation for conference delegates
• Supervising the work of cleaning staff and ensuring standards are maintained.
1. Plan and manage the activities of all the departments. Managing stock levels and making key decisions about stock control.
2. Analyzing sales figures and forecasting future sales volumes to maximize profits
3. Co-ordinate retail activity, store operations, human resources, customer care, marketing, logistics, and administration.
4. Monitor and analyze costs and prepare budgets.
5. Organizing special promotions, displays and events. Ensure smooth functioning of department activities.
6. Product management, including ordering, receiving, price changes, and handling damaged products and returning them.
7. Responsible for Visual Merchandising.
8. Store business operations, Including managing profit and loss, facility management, safety and Security, loss prevention, and banking.
• Manage and develop the current customer database and to acquire new Accounts in the retail segment region.
• Responsible for receiving and delivery of orders in market. Both Quality wise and quantity wise feedback of our brands and other competitive selling brands feedback.
• Responsible for Business Development and brand planning strategies regarding Brand awareness and promotional activities. Stay abreast of changes in the market place impacting customers. Maintain a working knowledge of company products and those of the competitors.
• Ensure proper implementation of new products, promotions, and changes to existing policies and procedures. Oversee the placement of point-of-purchase displays, and running sales promotions.
• Providing product education to the Distributors and retailers, making sure that product signage is visible at the retailer; and running events at on- and off-premise retailers.
•To cold call as appropriate within your geographic area to ensure a robust pipeline of opportunities •Targeting and gaining new business and to gain comprehensive knowledge of the business, within a wide geographical area . •To ensure efficient and effective operating standards for sales administration, planning and reporting systems. •Ensure all response documents are free from errors, professionally represent and that they address the client questions. • To submit weekly work in progress reports and ensure data is accurate for real time reporting. • To support the retention of existing business at re-tender times and to pursue leads to expand existing business • Support mobilisation of new business with agreed handover to Operations • To actively target and build prospect client relationships in an geographic area. • Maintain and develop close client relationship of new contracts. • Develop and actively engage in client relationship building. • Identify and targets influential people inside the client, customer and third party organisation and builds relationships with them
1. Responsible for the overall appearance of the Guest rooms, public Areas, lobbies, entrances etc.
2. To assign duties to the staff and give instructions regarding the Standard Procedures of the work.
3. Handle additional responsibilities as and when delegated by the Management.
4. Establish and maintain co-ordination & co-operation with all departments to ensure maximum cooperation, productivity, morale and guest service.
5. Ensure that the team has been trained for all safety provisions.
6. Motivate and develop staff to ensure smooth functioning of the department and promote teamwork.
7. Respond to customer queries by resolving issues in a timely and efficient manner by discussing with Manager to ensure customer satisfaction.
8. Provide effective support to the team to enable them to provide a range of effective and efficient services.
Did my Bachelors degree in Hotel management and Catering Technology with specialization in Administration.