Kukoo Thampi

Establishing and guiding the administrative department, overseeing a range of functions comprising administrative operation, facility management, health safety & environmental compliances, travel management, and fleet management, for a technology driven organisation operating across various domains such as application, software, gaming and AI.
➢ Responsible for managing the lease administration, statutory licenses, and accounting activities for 6 entities and associated premises.
➢ Fostering a synergetic collaboration with People & Culture, IT to set roadmap for achieving Great Place to Work Certification and cultivate an exemplary workplace environment, ensuring that associates have the ideal setting to thrive, innovate, and achieve their best.
➢ Overseeing the design and layout aspects of the office space, creating a modern and functional environment that promoted collaboration and productivity. Managing office moves, expansions, and renovations, ensuring minimal disruption to daily operations within a 450+ seater setting.
➢ Optimizing office layouts, implementing flexible work arrangements, or enhancing employee wellness initiatives, to warrant that every aspect of workplace experience is world-class. Also ensuring seamless operations and a thriving company culture aligns perfectly with company’s mission.
➢ Implemented workplace policies and procedures, including flexible work arrangements and wellness initiatives, resulting in a increase in employee satisfaction.
➢ Conducted regular workplace surveys and feedback sessions to identify areas for improvement and implemented solutions accordingly.
➢ Expertly control all projects encompassing planning, design, estimation, scope definition, finalization of techno commercial aspects and implementing quality standards.
➢ Prepare income and expense forecasts, annual outgoings budget, asset performance reporting, and asset financial reporting.
➢ Responsible for establishing HSE department from ground up and subsequent policies, manuals, procedures and systems that support a safety and wellbeing of associates while remaining relevant and up-to-date with legislations, regulatory compliance & industry best practice.
➢ Fronted the development and implementation of warehouse management system (Odoo based platform) to record inventory and track movement of company owned assets. Also, actively driving ERP implementation for employee self-service, travel desk, CAFM, HSE, logistics, fleet management.

• Planning and managing multiple projects simultaneously under demanding deadlines, involving construction, architecture, interiors, renovation, refurbishment and maintenance activities. Experience working on commercial, retail, hospitality and residential projects.
• Expertly control all projects encompassing planning, design, estimation, scope definition, finalization of techno-commercial aspects and implementing quality standards.
• Successfully developed and established Cleaning & Maintenance division under a new trade license. Generated turnover and brought the division to self-sustainable level comprising of all existing and new clients.
• Assist and participate in value engineering process to assure adherence to the overall budget for renovation and new development projects.
• Driving a team of multi-disciplinary professionals and liaising with the client at all stages of the project for securing approvals, finalization of specifications, reporting progress and final handover.
• Coordinating with government bodies and consultants to obtain necessary approvals and certificates required for execution of projects.
• Attending weekly progress review meetings, as well as weekly quality & safety meetings with clients and all project stakeholders.
• Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate increasing responsibilities necessitated by staff reductions.
• Decreased expenditures by implementing inventory controls and standardizing ordering procedures, without sacrificing quality.
• Reduced the operational expenditure by eliminating overtime, local purchases and trivial use of company vehicles.
• Handled the tasks of supervising and coordinating the internal and external affairs of the organization
• Played an important role in making financial decisions of the purchase items and managed the budget of the organization
• Served as a spokesperson and discuss various plans and objectives of the organization
• Implemented rules and procedures for the employees of the organization to maximize their output
• Performed the tasks of supervising, evaluating employee’s performance and recruiting employees
• Using tools/techniques for tracking project progress as well as formulating project management plans.
• Establish and implement departmental policies, goals, objectives, and procedures.
• Creating, managing and analyzing performance data and other information.
• Ensuring that capacity and capability are continually planned.
• Producing Operations manuals which define how the business is to be run.
• Assign the employees in the department tasks and deadlines and assure they are met.

Reporting to the Head of HR (global HR centre). Leading the administration department in an EPC firm handling mega projects worth $6.5 BN. Define operating framework & policies, preparing & managing an annual budget of approximately AED 40 million & securing subsequent approvals, tracking expenditure & ensuring adherence to the allocated budget
➢ Successfully achieved the cost optimisations goals for 2 consecutive years (2019 - AED 1 million & 2020 - 2 million approximately)
➢ Fronted the development & implementation of ticketing software, thereby making the booking process 100% automated & paperless.
➢ Implemented a single vendor policy across the function, targeted at increasing the ICV score through third party spending.
➢ Providing necessary support to C-level executives including, but not limited to travel, relocations, accommodation, golf bookings, calendar management, other benefits as per eligibility.
➢ Renovated existing offices as per business requirements & within the budgets, undertaking capacity planning & designing the workspace to ensure maximum utilization of space
➢ Increased efficiency & scalability through process improvements & automation. Drive process improvements & standardization across the service functions
➢ Direct, manage & monitor negotiations with the suppliers of major services & critical contracts with regards to price, credit terms & other conditions of the agreement based on competitive deal agreement. This includes corporate accounts for services & supplies.
➢ Responsible for facilities service contracts, project management, and HSEQ policies, procedures and systems that support a safe and professional work ethic and that they remain relevant and up-to-date ensuring cognoscente to the management policies, legislations, regulatory compliance & industry best practice.
➢ Deputies as back up support for projects in MENA region

•Managing soft FM services delivery, Cleaning, Hospitality and Pest Control Service (at ADNOC HQ - Abu Dhabi)
•Organize Technical, HSE training of all Facilities Management staff and ensure KPI’s are met as per Contractual FM Agreements
•Conducting cleanliness inspections and report issues staff to ensure a high standard of cleanliness in all public areas
•Scheduling of staffs according to projected staffing requirements and delegating work to meet business objectives and goals.
•Maintaining a high standard of personal appearance and grooming.
•Maintaining an accurate inventory in order to maintain sufficiency while meeting the budget area for supplies
•Preparing and maintaining reports as per requirement of stakeholders
•Report needed repairs to the maintenance staff

PAN India Management of all the admin related work including planning, oversee the operation, staffing, performance, development and budgeting of Facilities & Administration team. Managing procurement, travel desk, facilities, services and catering to the parameters of budgeting while maintaining the standards of workplace environment.

• Understanding the client requirement and update the team accordingly. Acting as SPOC between the clients, sourcing team, training team, academy administration team. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over time.
• Proficiently managing stakeholders and their expectations, ensuring compliance to SLA levels and quality norms thereby achieving client satisfaction and business goal, work closely with Hiring Managers /Project Heads to understand overall needs and requirements and drive to closure within the agreed TAT.
• Establish operational policies and procedures and make any necessary modifications, based on analysis of operations, demographics, and other research information. Recommend changes to systems and procedures to improve the efficiency of the department.
• Work within budget guidelines when sourcing travel, accommodation or external suppliers. Control and monitor spending on corporate accounts, producing and submitting monthly reconciliations and ensuring accurate monitoring and reporting of any other expenditure, in accordance with financial procedures. Maintaining and produce financial reports as required.
• Preparing & Producing daily weekly/monthly reports and statistics of all the clients according to the needs of stakeholders including but not limited to, reports detailing sourcing activities, turnover, referrals and training statistics.
• Preparing and publishing regular dashboards on the performance indices of these project deliverables to ensure project delivery effectiveness and check for improvements.
• Creating and maintaining SOPs and Audits manuals as required for processes relating to sourcing and on-boarding cycle from sourcing to billing. Also other documents related to vendors / contract/ payment (MOM, MOU, Letters, Power Point Presentation, Proposal & Quotation).
• Responsible for providing effective administrative support & effective co-ordination within the departments assigned, their respective Heads of Department and Director as required.
• Responsible for campus & hostel administration. Supervision of housekeeping, security, safety, and surveillance by determining workloads & schedules. Support the head of academy to handle emergencies & crisis.
• Responsible for new employee orientation & coordination
• Completing performance and attendance tracking for reported trainees during their training period and other administrative tasks in a timely manner to maintain employee performance database.
• Conducting classroom training for Knowledge, Skills and Behaviors for recruiters, team coaches and team leaders with respect to their job roles to ensure that they understand their tasks on the job. Reviewing progress, providing analysis and feedback of training program performance to ensure the recruiters are aware of their areas of improvement and scope of development.
• Updating changes to be incorporated in all the training/sourcing content and marketing materials. This is done with a view to ensure that the content is up to date at all times in line with changes from the clients.
• Arranging hospitality, room layout, book travel and accommodation for delegates attending training courses and clients visiting the campus facility. Responsible for making all the necessary arrangements for special events.
• Updating and maintaining appropriate file management and training evaluation records on a daily basis, archiving files as appropriate, e.g. reported/dropout/pass-out records.
• Attending departmental and external meetings when required including attendance at Annual Conference.
•Handling critical queries of trainees in coordination with client and sourcing team.
• Undertaking project work and any other duties within the scope, spirit and purpose of the job as requested by senior management or Head of Department (HoD).

• Provided administrative and secretarial support for HO (2 premises located in Mumbai) and regional offices (Delhi, Chennai, Kolkata and 13 locations across country).
• Helped sales and operations team on fixing up budget for new outlets, ensuring completion of the same as per projected budget and timeline.
• Provided administrative support required for opening a new office / outlet (infrastructure, procurement of assets, fulfill official certificate/license formalities)
• Liaising with appropriate authorities or liaising consultant for obtaining statutory clearances, licenses, no objections, coordinating with inspections in order to get the sanctions, facilities and certificates within the mentioned deadlines.
• Renovate existing offices as per business requirements & within the budgets, undertaking capacity planning & designing the workspace to ensure maximum utilization of space
• Revising and implementing existing policies and procedures and evaluate its outcome.
• Providing timely training to new/present administrative support staff (front desk executives and administration boys) on adopting professional mannerism when using the telephone, communicating effectively minimizing situations involving conflict and stress, new policies and their role in its implementation.
• Maintaining of front desk executives and administration boys roster, looking after their out-door duty allocation.
• Ensuring facility management within optimum cost at all locations.
• Taking initiative of setting up and maintaining numerical, alphabetical and subject files.
• Monitoring, supervising monthly cost analysis reports to ensure adherence to the budget and implementing corrective measure as required.
• Timely renewal of necessary leave and license agreement, license, AMC and other service contracts.
• Implementing bio-matrix attendance systems in all offices (wherein reports could be generated centrally at HO)
• Executing cost optimization initiatives as per plans
• Maintaining, updating and managing asset details
• Vendor / service provider management and development.
• Maintaining and up keeping of copier machine, EPABX systems, fire alarm systems, bio-matrix systems, air-conditioners, vending machines etc.
• Arranging for regional staffs travel and stay during their visits to HO.
• Monitoring, maintaining a record of the daily petty cash expenses for all offices and implementing corrective measures as required.
• Tracking of outward couriers, ensuring all incoming letters are sorted and distributed to the respective departments through front desk executives.
• Maintaining and management of Admin stock
• Ensuring timely statutory and non-statutory payments (of HO and regional offices)
• Ensuring timely contract and license renewals (at HO and regional offices)
• Preparing MIS reports as per companies requirements
• Ensuring overall office upkeep
• Ensuring efficient office security in all regions
• 100% Administrative compliance
• Taking care of the initial joining, relieving formalities of all staffs, providing necessary data to HR department for F&F, maintaining database for the same.
• Entrusted to manage office in the supervisor’s absence.
• Handled a team of 10-12 staff.

Taking care of the total hardware and networking setup.
Installation and setting-up a network of IP based CCTV cameras in all offices.
Regularizing backup of mail server.
Providing technical support for seminars / e-lectures.
Successful installation of bio-matrix attendance system in all office.
Providing administrative support required for opening a new office (infrastructure, procurement of assets, fulfill official certificate/license formalities)

During the pre-opening stage - Supervision of the civil and interior works, installation of all kitchen equipment’s, air conditioning unit, exhaust systems etc., providing all the necessary support needed by the architects and engineers relating to materials and supplies.
Preparing necessary applications for Govt. approvals, Licenses, required clearances and follow-up for obtaining the same.
Handling the purchase and monitoring the installation of the surveillance camera system, access control machines, audio visual systems, computers, bill printers and billing software.
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Providing administrative support management for 54-member organization.
Observing, receiving, and otherwise obtaining information from all relevant sources.
Preparing MIS reports, invoices, memos, letters, financial statements and other documents, using word processing, spreadsheet, database and/or presentation.
Handling petty cash, maintaining a record of the daily cash expenses.
Creating a systematic and reliable computerized database of purchase and expenses right from opening till date.
Managing vendors and keeping track of cycle of all maintenance contracts and AMCs (Kitchen Equipment, Computers, AC, Pest Control, Insurance, Etc.) and taking care of corporate office.
Taking care of the total hardware and networking setup in the premises as well as head office.
Taking care of the initial joining, relieving formalities of staff and maintaining database for the same.
Total management of Dish Dash Kofe (fast food and Chinese outlet at Kharghar Rly. Station complex with a capacity of 40 pax)
Looking after the house keeping department and laundry.
Taking care of the operations during outdoor caterings.
Analyzing financial reports. Inspection of expenditure of purchase department. Modification of policies to improve the working the store.
Reduction of unnecessary expenses in different department
Supervising and assessing employees’ working.
Arranging all the invoices to match orders of purchase for input into computers. Adding all the invoices to match check amounts.
Frequently training new administrative support staff, and often trained the F&B service staff how to use newly acquired software programs.
Working directly with Bank Vendors to assure proper balancing and posting of Bank accounts.
Working as typist, cashier and on work related to bank transaction when required.
Keeping records of Visiting Cards, Utility Payments, Printing of Stationary.

Handling all account related work, Sale Register, Purchase Registers bank and cash books.
Preparing cheques for payments.

Making physical verification of assets, vouching, posting entries in Tally