Assistant Manager- Pre & Admin (Kolkata)

Support materials, services, real estate and fleet procurement in the region and ensure their availability within the agreed costs and timelines and also support in end-to-end administration activities.

Responsibilities

• Responsible for procurement of all materials, services, real estate and fleet in the region as per the defined processes and controls
• Responsible for the administration of empanelment of regional vendors for procurement of various materials and services for the company
• Responsible for supporting all real estate procurement in the region including
  • Working closely with the regional operations teams for potential locations and size of the facilities required
  • Support in Identification of properties in the potential locations as per the specifications (location, size etc)
  • Conducting the necessary due diligence on the shortlisted properties to minimize potential risks in future
  • Supporting in negotiation of lease rentals with the landlords as per the budgets provided by regional teams
  • Signing lease agreements with the landlords
  • Renew and renegotiate rentals with the landlords before expiry of the lease period
  • Liaise with the landlords on all aspects relating to the properties including payments, lease renewals, rent re-negotiations, property modifications / fit outs, occupancy issues etc
  • Identify and work with various vendors for all internal civil works, renovations, remodeling and facilities improvement
• Prepare a comprehensive database for all vendors / contractors / fleet vendors / real estate landlords (name of party, products/services supplied, VAT, CST, PAN no., price/quality/delivery, payment terms and conditions etc.) in the region and keep it updated on an ongoing basis
• Responsible for the procurement for all assets required in the regions including machinery, electrical equipments, office implements like office furniture, IT equipments like laptops, printers, scanners, etc.
• Validate all procurement indents and purchase orders raised in the region and seek approval of Head – Procurement & Real Estate on the same
• Maintain an inventory of all spares for IT systems and frequently used items in the respective region
• Support corporate teams in commercial negotiations with short-listed vendors for major/critical procurements to ensure best possible terms of procurement for the organization
• Continuously monitor vendor performance and ensure the conduct of periodic vendor audits
• Implement and ensure adherence to all policies and guidelines with respect to various Administration related activities like Facilities Management, Work Place Management, Housekeeping, etc. in the region
• Ensure maintenance of all Blue Dart locations and facilities in the region with respect to repairs, maintenance, etc.; Supervise any modifications or additions to the facilities
• Implement all guidelines with respect to maintenance and installation of electrical systems and the conduct of periodic HVAC maintenance for effective functioning of operations

S. No

Key Result Areas

Key Performance Indicators

1.

Ensure cost savings for the region

• Average cost per square feet of space in the region (in INR/sq.feet)

• Average Real Estate Procurement Overhead Costs in the region (in INR/sq.feet)

2.

Ensure timely real estate procurement for the region

• % Adherence to Real Estate Procurement TAT ( in number of days)

• Real Estate Procurement TAT (number of days)

• Procurement TAT (number of days)

3.

Ensure effective Real Estate Procurement Management in the region

• Adherence to defined real estate procurement processes and polices (Number of instances of deviations found in audit)

• % of lease agreements renewed before expiry

• Adherence to standard leasing agreements for all real estate procurement (Number of instances of deviations found in audit)

4.

Ensure provision of various administration related services across the region and timely conduct of administrative activities

• Adherence to defined timelines/ TATs for
  • Space and Facility Planning for new facilities
  • Administration setup in new facilities in terms of provision of facility management, housekeeping, catering services etc.
  • Conduct of facility maintenance activities
  • Conduct of periodic workplace audits
  • Conduct of branding audits

5.

Ensure effective Procurement Management (Other than real estate) in the region

• Adherence to defined procurement processes and polices (Number of instances of deviations found in audit)

• Number of instances of materials / inventory mismatches found in audit

• % of bills certified and sent to Finance team within specified time

• % bills rejected by Finance for non-compliance

6.

Ensure Performance Driven Culture

• Adherence to Performance Management system timelines and guidelines