Administration Officer
Chalhoub Group
مجموع سنوات الخبرة :21 years, 11 أشهر
• Part of the Support Service wing of Chalhoub group (REAL FZE), looking after the day-to-day administration & facility management operations of Chalhoub Group Corporate Head Office and Retail office.
• Introduced & implemented work location procedures / policies and ensured that all staffs understand and follow the procedures / policies.
• Liaise with various divisions viz Procurement, Marketing, Maintenance, IT, Safety/ Security and HR departments for the smooth operation of office/business activities
• Monitor the activities of front office reception desk, Office Assistants & Drivers and improved service levels by introducing proper time management & log books.
• Implemented Monthly Duty Roster and annual leave plan for Reception staff’s, Office Assistants and Drivers and ensured relievers are in place and efficient services are provided to internal/external customers.
• Introduced meeting room booking/cancellation procedure through email confirmations and software assistance(Info Point) on a First Come First Serve basis.
• Facility Management (Hard services)- Introduced Planned Preventive Maintenance schedule for all equipment's/machineries in the facility for a daily smooth business operation ensuring zero production loss at any point of time.
• Introduced separate AMC (Annual Maintenance Contracts) for Electrical/Plumbing systems, Chillier units, Split AC units for proper service follow-up and maintenance.
• AMC’s introduced for Pest Control, Recycling solid, food & e-waste, Security cameras, Sewage treatment, Printers/Fax/Photocopiers, Canteen/Kitchen equipment’s & Elevators enabling and ensuring Service Level Agreements (SLA) are met.
• Soft services - Implemented house keeping staffs daily/weekly schedule and monitored activities, maintaining utmost priority to hygiene at canteen, wash rooms, pantries, entire offices and premises, ensured safe working environment at any point of time.
• Introduced daily attendance & activity log sheets for all external contractors on site.
• Along with Daily Activity Log, maintained updated contractor’s lists with point of contact details for easy follow-up and correspondence with all external contractors.
• Monthly meeting schedule introduced and meetings conducted with all external contractors for effective follow up viz. - Maintenance, Security, Fire Alarm & Safety, CCTV, Catering, Pest Control, Soft services, Indoor & Outdoor plants etc.
• Procurement : Prepare Purchase Requests (Oracle), maintained and ensured minimum stock of all consumables (Pantry/Canteen/Stationery/Wash room/Electrical&Mechanical maintenance items) at any point of time with up-to-date stock/inventory.
• Liaise with government representative’s during their inspection visits at office by Labor department, DEWA, Etisalat, JAFZA security, Civil defense and QHSE departments.
• Took additional responsibility of canteen facility, managing daily canteen operations (dining 300 staffs) and liaise with catering management for canteen related issues.
• Introduced Daily Canteen Report, Wastage Report & Weekly Canteen asset report.
• Introduced lunch booking/coasting procedure to avoid wastage's and shortages.
• Slashed canteen administration costs by 25% by implementing canteen supplies procurement based on weekly/monthly consumption.
• Added daily/weekly canteen equipment's maintenance check list/log book to maintenance personals to ensure smooth operation of the canteen.
• Responsible for the smooth workflow of all documentation related activities in Shuweihat Water Transmission System project.
• Support engineers in document management and takes over all tasks to release engineers from document management administration and control.
• Tracking all technical and non-technical documents & provides status update. Software: PIRS (Project Information Retrieval System).
• Providing technical drawings with comment sheets to various disciplines engineers. Accurately fills the Technical Document Register reflecting details of the documents to be submitted to the client.
• Correspondence with Client/Consultant and receiving reviewed documents from the client and make respective log entries and assign the approval codes for the commented drawings in T.D.R (Technical Document Register).
• Sequentially filing all the incoming documents and enclosures from the client according to the transmittal number. Sending vendor documents to the client for review. Communicating all comments received from client immediately to the subcontractor.
• Co-ordination with Planning and Site Engineers to prepare and maintain project schedules, progress reporting, Preparation of Presentation, Minutes of Meeting, Documentation of entire communications & maintaining data backup etc.
• Coordination with QA/QC engineer for quality related documentation.
• Ensuring effective management of the day-to-day operations of the document center.
• Scheduling and co-coordinating weekly & monthly project meetings, preparing agenda & minutes.
Managing overall operations across functional areas of House keeping, Asset Maintenance, Procurement/purchase, Security, Logistics etc.
Facility management of entire offices, spread across Cochin city - consist of around 40, 000 sqft area
Arranging for necessary infrastructure involving purchase of items and office equipments to facilitate smooth business operations.
Managing the capital assets of the company; taking adequate insurance covers to protect assets from any probable risks.
Managing Annual Maintenance Contracts pertaining to upkeep of office equipments, ensuring compliance with the Service Level Agreements by the vendors.
Ensuring maintenance of sufficient office supplies and office equipments are in proper working condition.
Liaising with govt. and regulatory bodies like Corporation, KSEB, Water Authority, P&T etc, for obtaining necessary sanctions/approvals and ensuring compliance with statutory obligations.
Developing and negotiating with vendors, managing contracts for obtaining timely procurement of materials at favorable terms.
Assisting HR department in the recruitment life cycle from receiving the requirement, sourcing, Screening & scheduling interview with Department Heads.
• Scheduling and conducting Appraisal Cycle in co-ordination with Department Heads and maintaining Personnel Files of all employees.
Successfully executed their new project of pre-school chain - (TIME Kids) - in Cochin city.
Planning & co ordination of Civil, Electrical works; liaising with contractors for executing the project with in time and cost norms
• Member of the pilot team in setting up the new company, lead a responsible position in the day - to - day admin and transport activities in coordination with management, Clients & Contractors
• Document management and control of : Rental Quotations, Contract details, Payment Status, Procurement & shipment documents of new equipments/plants.
• Heading the transport department, schedule trucking details in coordination with Operations department to transport plants and equipments to customer site in UAE and GCC countries.
• Correspondence with customers regarding schedule, delivery delay, shipment details and maintain two way effective communication.
• Coordination with maintenance department for preventive maintenance for all plants, vehicles and ensuring 100% compliance to regulations for plant/vehicle registration.
• Ensuring safety during the transportation and taking adequate insurance cover.
Preparation of rental quotations, Contracts, Terms and Conditions approval from GM and forwarding to clients
Maintaining details of contracts (Equipment wise ) in soft & hard copy for ready reference for higher officials
Delivering correspondences to internal and external customers.
All administrative procedure related to
o purchase of new equipments, vehicles & Identification of the equipment
o Registration of equipment & renewal of registration
o Safety Test procedure for the equipment
o Maintenance and follow up of equipments in site
Maintaining Plant Operator details and Hour meter readings.
Follow up on Operator - Driver - license validity & equipment registration validity.
Preparation and maintenance of time sheets for all operators/ plants in sites for invoicing
Pending payment follow up with customers, Customer Feedback survey and forward to HQ
Preparation, filing and documentation of time sheets for site staffs working in D & H
Rental charges/packages preparation for equipments/plants as per guidance from GM
Monthly invoicing for hired equipments/plants to clients and follow up
Supervising the transport department, preparation of time sheets/log books for all the vehicles
• Lead a team of 20 Customer Support Representatives, monitored and maintained Service Level Agreements, Hourly Production Report & Service Level charts.
• Effective resource planning and responsible to submit monthly management reports.
• Overseeing the day-to-day operations of the support process, this includes making sure that all the processes are properly documented and being adhered to on a consistent basis by the entire team.
• This also includes working with the US supporting team to ensure that their needs are fulfilled and processes are streamlined, escalation procedures are in place, and the CSRs are being utilized to their maximum potential as per KPI parameters.
Co-ordination with hardware and software engineers in design/develop and implementation of computerization and networking through out the sales outlets and central office through LAN network.
Managed day-to-day operations of the Front Office & computer section, maintaining minimum inventory in Central Purchase department & all sales outlets.
Consolidation of requirements from various branches via online and forwarding to procurement dept.
Managed a team of 20 data entry clerks. Stock checking and MIS report generation.
Worked as Site coordinator cum Document controller in India’s first Independent Power Project - IPP at GVK Jegurupadu 235 MW CCPP ( Combined Cycle Power Project )
Co-ordination with Planning and Site Engineers to make and maintain project scheduling, progress reporting, Presentation slides preparation, Minutes of Meeting preparation, maintaining data backup, monthly Invoice preparation etc.
Scheduling and co-coordinating Project meetings, providing proper telephonic feed backs to HQ’s queries.
• Support engineers in document management and takes over all tasks to release engineers from document management administration and control.
Developed inventory control software in MS Access for the Stores Department in the project.