Assistant Manager-HR Admin

Assistant Manager-HR Admin

Location: Noida

Shift Timing: US Shift (7:00 PM-4:00 AM)

Key Responsibilities:

Facility & Critical Equipment Management

• Oversee preventive and corrective maintenance of critical equipment (UPS, HVAC, fire safety systems).
• Ensure minimal downtime for business-critical infrastructure.
• Monitor building utilities and proactively coordinate timely repairs or maintenance, both within the building management scope and the companys internal areas of responsibility.

Security Management & Surveillance (Electronic & Physical)

• Manage on-site security personnel and oversee comprehensive electronic surveillance systems (CCTV, access control, alarms).
• Conduct regular audits to ensure complete coverage and operational reliability.
• Lead surveillance-driven investigations of data breaches, suspicious activity, or policy violations, document and report findings.
• Draft, implement, and enforce security policies and SOPs to enhance preventive controls.

Administration & Office Operations

• Supervise housekeeping teams for daily cleanliness and deep cleaning schedules.
• Oversee cafeteria and pantry services, including vendor coordination and hygiene checks.
• Manage reception/front-desk operations, courier handling, and asset issuance.

Transport Management & Female Safety Compliance

• Plan and optimize cab routes and employee clubbing to maximize efficiency.
• Implement and monitor real-time cab tracking systems.
• Ensure compliance with female safety protocols, including deployment of escorts for late-night drops.

Periodically audits transport vendor adherence to safety and legal standards.

EHS (Environment, Health & Safety)

• Draft and implement EHS policies aligned with statutory requirements.
• Conduct fire drills, safety training, and periodic audits.
• Maintain updated certifications, licenses, and compliance documentation.

Event & Townhall Management

• Plan and manage internal events, town halls, and celebrations.
• Coordinate venue setup, audiovisual requirements, catering, and logistics.
• Collaborate with internal teams and vendors to ensure successful execution.

Seat Management

• Develop and regularly update office seating plans to align with team structures and growth.
• Coordinate employee relocations and manage floor seating arrangements.
• Maintain accurate seating charts to ensure effective space utilization.

Vendor & Contract Management

• Identify, evaluate, and manage service providers (housekeeping, security, maintenance, transport, pantry).
• Negotiate contracts and monitor performance against SLAs.
• Process invoices and maintain proper vendor documentation for audits.

Procurement

• Forecast, plan, and manage procurement of office supplies, consumables, equipment, and services.
• Optimize costs through vendor negotiation and competitive sourcing.
• Maintain inventory records, track usage trends, and prevent stockouts.

Policy Drafting & Implementation

• Draft, update, and implement policies for security, transport, EHS, grievance handling, procurement, and facility use.
• Drive awareness through induction sessions and internal communication.
• Regularly review policies for compliance and relevance.

Stakeholder Management & Grievance Handling

• Act as the primary point of contact for facility and administration-related employee queries.
• Address grievances promptly, document actions, and ensure transparent resolution.
• Gather regular feedback to drive continuous improvements.

Compliance & Reporting

• Ensure adherence to statutory regulations, corporate policies, and female safety requirements.
• Prepare reports on security incidents, facility health, vendor performance, grievances, events, procurement, and cost utilization.
• Maintain organized records for audits, inspections, and compliance checks.

Desired Skills & Competencies:

• Strong understanding of electronic surveillance systems and data-driven investigation.
• Practical knowledge of facility infrastructure (HVAC, electrical, fire safety).
• Familiarity with EHS standards, statutory compliance, and procurement processes.
• Vendor negotiation and contract management skills.
• Policy drafting and implementation expertise.
• Experience in cab routing, tracking systems, and female safety protocols.
• Space planning, event coordination, and stakeholder engagement.
• Strong communication and problem-solving abilities.

Qualifications & Experience:

• Graduate (preferably in Facilities Management, Business Administration, Engineering, or related field).
• 10-12 years of experience in facility, administration, security, or procurement roles.
• Practical experience in electronic surveillance, policy development, vendor management, and event coordination.