Procurement, Facilities & Administration Manager
United Technologies
Total years of experience :20 years, 7 Months
Summary:
Hired to set up a new shared services department, namely, Procurement, Facilities & Administration and to establish policies and processes for recently merged entities.
Job Profile:
Setting up structure for the Department and define related functions
Develop & implement of corporate policies, processes & procedures.
Optimise resources and space utilization among offices, branches and warehouses distributed across UAE.
Lead strategic sourcing for major initiatives. Conduct negotiations with suppliers.
Managing the Procurement to centralize and solidify a clear purchasing strategy.
Conduct tenders for outsourced services such as Manpower supply, Maintenance, Cleaning, Security, Marketing & Events, gift items, Insurance, Furniture, Stationery & Kitchen Supplies, etc…
Manage end to end projects with regards to renting new offices or staff accommodations, Renovation & refurbishment.
Manage all PR affairs - issuance and renewal of licenses, visas, car registration, parking cards, fuel cards, as well as governmental related issues.
Manage and renew tenancy contracts of company premises including warehouses, staff accommodation, showrooms and any of the existing company properties.
Renew and maintain insurance policies for company cars and BIS office premises
Develop & maintain productive business relationship with other parties & governmental departments like, Civil Defense, Municipality, Telecommunication Service Providers, Water & Electricity Authority, etc.
Focus on obtaining Silver LEED certificate for head office.
Defined service level agreements with the Company’s Departments.
Reviewed & evaluated technicalities of FM services tenders, Planned Preventive Maintenance (PPM) schedule for hard services & tacking activities, performance of third parties contractors and FM Helpdesk reports.
Set up corporate accounts with Hotels, Airlines, Travel Agencies, Car Rental Agencies, Movers Companies.
Monitor inventory and maintain operational expense like business travel, staff visa, stationary, utilities, telecommunication, and general business expenses.
Focus on management of contracts of outsourced services in setting up SLAs and monitoring KPIs.
Accomplishments:
➲ Acknowledged for setting up two departments from scratch including drafting of procedures and guidelines related for all functions.
➲ Played key role in setting up the Helpdesk Unit for the Facilities Management Department.
➲ Introduced automation & control through implementation of fixed assets tagging system and CAFM system.
➲ Significantly contributed to cost savings through implementation of energy saving initiatives.
Job Profile:
➲ Coordinate day to day administrative activities of the University encompassing functions related to facilities, budgetary financial management, projects & planning, contracts and grants.
➲ Function as point of contact; focus on planning, evaluation, development, implementation & maintenance of services in compliance to organizational policies & procedures.
➲ Schedule and Manage Preventive and Corrective Maintenance for University Assets.
➲ Manage contracts for both hard and soft services.
➲ Optimize resource utilization, ensure budgetary compliance and participate in procurement activities.
➲ Manage end to end projects with regards to construction of new labs/ classrooms/ cafeteria/ data canters/ activities rooms, etc.
➲ Involved in development & implementation of corporate policies, processes & procedures, approval & certification of invoices related to facilities & admin services.
➲ Organize various workshops/ seminars aligned to business requirements.
➲ Develop & maintain productive business relationship with other parties & governmental departments like Universities, Schools, Civil Defense, Municipality, Telecommunication Service Providers, Water & Electricity Authority, etc.
➲ Focus on management of contracts, day to day operations with regards to Maintenance, Security, Cleaning, Landscaping, Catering & Insurance including Renting & refurbishing of student accommodation and other related factors.
➲ Ensure compliance to highest Health, Safety & Safety (EHS) standards/ guidelines across campus & accommodations.
➲ Involved in recruitment, training, evaluation & monitoring of candidates and employees to enhance productivity in compliance to budget and Department annual plan.
➲ Defined service level agreements with the University’s Departments.
➲ Reviewed & evaluated technicalities of FM services tenders, Planned Preventive Maintenance (PPM) schedule for hard services & tacking activities, performance of third parties contractors and FM Helpdesk reports.
➲ Generated monthly progress reports; prepared duty schedules for staff & onsite contractors’ personnel.
➲ Maintain updated database of university assets and ensure adequate insurance coverage.
➲ Manage logistic services such as travel, accommodation, transportation, fleet and courier services.
➲ Set up corporate accounts with Hotels, Airlines, Travel Agencies, Car Rental Agencies, Movers Companies.
➲ Monitor inventory and maintain operational expense like business travel, staff visa, stationary, utilities, telecommunication, and general business expenses.
Accomplishments:
➲ Played key role in setting up of new departments and strategic re-engineering of processes.
➲ Optimized resource utilization & enhanced service levels through implementation of imaging project.
➲ Successfully outsources internal services like mail room management, messengers' functions.
➲ Implemented automated procedures to improve efficiency and accuracy.
➲ Negotiated service level agreements with internal and external clients.
Job Profile:
➲ Managed various administrative aspects of the organization encompassing headquarters, staffing, facilities, legal, compliance, marketing, telecommunications, database management, fulfillment, purchasing, shipping/receiving, etc.
➲ Developed & implemented budget, managed the Administration Division, Support and Employment Services.
➲ Functioned as Strategic Planning Management Team member involved in development of business/ operational plans aligned to organizational objectives.
➲ Involved in compilation of sales & operational requirements and preparation of budgets.
➲ Functioned as point of contact for corporate, division and local work teams.
➲ Focused on renewal of Trade Licenses & Lease Agreements, relocation of Branches, Agencies and Departments aligned to business requirements.
➲ Maintained updated inventory of organizational assets and ensured adequate Insurance coverage.
➲ Developed & implemented security & safety procedures.
➲ Involved in expansion of office throughout gulf countries, maintenance for electronic equipments & MEP services and management of logistics.
➲ Coordinated with the association attorney with regards to legal aspects of association administration.
➲ Ensured compliance to delivery schedules & other SLA parameters for special projects.
➲ Maintained updated professional & technical knowledge through participation in educational workshops; benchmarking professional standards; establishing personal networks.
➲ Negotiated contracts with suppliers & contractors and monitored service quality.
➲ Participated in procurement of equipments/ supplies/ stationary through evaluation and selection of vendors.
➲ Involved in recruitment, training, grooming and utilization of administrative personnel.
➲ Monitored performance of team members and rendered productivity enhancement feedback.
➲ Ensured compliance to organizational policies/ procedures and various statutory regulations by team members.
➲ Managed other HR related activities based on business requirements.
Job Profile:
➲ Developed & maintained productive business relationship with vendors.
➲ Involved in procurement of office furniture, equipment & supplies.
➲ Coordinated with health care provider on contract renewals & changes in insurance plans and with the building manager with regard to maintenance and repair of the office.
➲ Scheduled new employee orientations.
➲ Managed logistics & office supplies.
➲ Processed core team expense reports & reimbursements and incoming invoices for approval.
➲ Pursuing Masters of International Business