Associate Administrative Assistant

Job Description

Boeing Global Enterprise Services (BGES) team is currently looking for Administrative assistant to join their team in Bangalore, India. The position will report to the Business Support Manager (BSM) and will receive day-to-day direction from this manager. The candidate will work closely with local agencies and vendors to proactively support the business needs related to Boeing personnel as a result of emerging business needs. This includes but is not limited to Boeing infrastructure (office facilities), employee services, safety and security (disaster planning and business continuity) within the assigned location, and payment process for vendors. The candidate should have a good command of the English language. Previous work experience with multinationals in similar environments is preferable. The candidate must be willing to work in any office location within Bangalore, be open to a flexible schedule, and support phone calls during off-hours. Position Responsibilities: The responsibilities for this position include, but are not limited to, the following: Responsible for managing Workplace services through various 3rd party service providers. Strong knowledge of Facilities Management Operation and Event Management. Maintaining excellent relationships with various Business stakeholders and Service Providers. Actively engage with Business units to fulfil business requirements. Ability to analyze the data and make the decision based on the data (Data-driven approach). Ability to collaborate with other functions like Global Real Estate/Finance/HR/Security etc. as & when required to deliver the assigned scope of work. Responsible for ensuring safety & security at the workplace and implementing EHS policies. Monitor emergency response procedures such as dialogic/call tree/ERT members. Should be familiar with the compliance requirements for building/facility operations. Sharing inputs on annual budget allocation & tracking planned vs actual spent Ability to ideate, develop, lead and execute operational excellence projects. Maintains the operation-related records and documents including (not limited to) Building compliance. Acts as focal for receipt and delivery of faxes and emails including express packages and publications. Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media. Takes proper facilities round every morning & take appropriate corrective & preventive actions as required. Briefing outsourced manpower like Housekeeping & Security as & when required. Inspects & updates the Food Services Management sheet daily including weekly menu display & coordinating with supplier Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report out to BSS; coordinate with supplier for breakdown. Shows sensitivity to the culture and customs of local and foreign visitors Monitor all the various registers kept at the front desk & rear entrance. Coordinate with Businesses and Functions to fulfil the needs. Issue necessary work permits to suppliers as & when required & filing the same Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping Daily supervision of security guards, housekeeping and office boys To monitor and verify the movement of materials and equipment in and out of the office Provides general administrative support to all employees and visitors Supports the BGES team during any event as & when directed Supports the HR team during mass recruitment drive/hiring drive and Distribution of goodies MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as needed Update & Circulate the desk phones extension list on a bi-monthly basis Manage Meeting room booking requests by end users Handling the complete Procure to Pay (P2P) process on the portal Responsible for inward and outward couriers Maintain all relevant compliance documents for manpower services suppliers Clear employee LER/ TER with 100% receipts custody Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time Maintaining & reconciling the Distribution List (DL) for respective towers periodically Supports BSS in the physical verification of assets Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills Mobile phone inventory and mobile phone distribution activity Sim Inventory and Sim distribution activity Car Lease services and data management Data analysis on services Sample Reports Food Services - FSMS - Daily Enterprise Space Management System (ESMS) - Monthly Office Safety Checklist (OSC)- monthly Dialogic reconciliation - monthly Call tree - monthly ERT list - monthly Inventory - Stationary/HK/Pantry/M&E etc. -weekly Monthly Metro pass issuance Parking stickers Extension List of employees Gate Pass Work Permit(s) Contractual manpower attendance - demand vs supply Mobile Phone inventory and distribution Employer will not sponsor applicants for employment visa status. Basic Qualifications (Required Skills/Experience): A bachelors degree in hospitality/administration/Engineering or equivalent is required as a BASIC QUALIFICATION At least 4+ years of relevant experience working in a Real Estate/IFM/Administrative environment. Able to collaborate with internal team members as well as external stakeholders. Entrepreneurial mindset and Ability to foster two-way collaboration. Experience in Facilities Management / Workplace services is strongly required. Ability to facilitate decision-making and Proactive risk management. Effective Communicator with good verbal and written communication skills Knowledge of advanced Microsoft Office tools (Word, Exel, PowerPoint, etc) People Management with good interpersonal skills and Intermediate analytical skills Quick learner & has an eye for detail. Customer-focused and Capability to manage and leading team Typical Education & Experience: Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 5 or more years' related work experience or an equivalent combination of education and experience (e.g. Masters and 4+ years' related work experience.