Head of Administration & Corporate Services

Job Description

JOB DESCRIPTION: Position Title: Head of Administration & Corporate Services Job Purpose: - Head Administration & Corporate Services at Client to support organizations growth agenda by providing infrastructure/ expansion planning and execution support, driving projects/ innovation for improving systemic/ process/ operational efficiency, empaneling vendors, ensure physical environment for Employees, Assets, Offices are maintained efficiently by formulating/implementing Policies & Procedures and norms and managing all employee services & facilities from end to end. Accountabilities: Major Activities % of Time: 1. Functional AOP planning 2. Functional review - Discuss and seek understanding of business expansion plans and ongoing business requirements from various businesses - Study the historical trend of expenses incurred on infrastructure, facilities & admin related aspects to forecast the costs for coming year - Review the seat capacity utilization annually for the Client and identify requirements for office expansion to be put up to CHRO for approval - Prepare the consolidated administration function budget across the various heads of expenses w.r.t Client and submit to all stakeholders for final approval. - Provide justifications and logic to Client and on costs and allocation of costs - Participate in monthly reconciliation process with team to review actual expenses and conduct deviation analysis against the provisioned budget of expenses - Reforecast expenses bi-annually by analyzing impact of changes in business plans/ current business dynamics on expenses - Participate in corporate audit to demonstrate compliance with regulatory requirements at enterprise level and convince auditors about Client’s compliance adherence 3. Infrastructure management 4. Facilities management 5. Projects & COE 6. Team development 7. Monitor compliance with all the regulatory and statutory regulations in India including health, Safety and Environment & PR development - Resolve escalated issues related to various corporate services, and provide solutions to enhance service levels, reduce recurrence and assure effectiveness - Identify and drive process improvements/ standardization by streamlining and simplifying existing processes to improve efficiency, accuracy and reduce turnaround time for purchase activities particularly processing of POs - Review launch plans of projects, monitor the progress and remove roadblocks in setting up new projects to ensure that targeted number of deliverables are delivered as per desired quality standards and timelines - Provide input, guidance and solutioning to address exceptions related to logistics, integration and coordination in expansion plans - Keep the big-picture view of aligning Infrastructure, facilities management and compliance requirements, and seek opportunities for collaboration, improvements and to minimize issues related to inter-dependencies - Identify/ evaluate/ select vendors/ partners (Facilities, infra related, events related etc.) and review their performance to ensure meeting of Client’s standards - Conduct negotiations for high cost engagements with vendor/ service providers and discuss impact, value and duration of engagement - Leverage analytics, identify and drive projects through COE for improving operational efficiency, driving innovation and building capability within the function - Track project milestones and provide guidance during project execution and resolve challenges/ issues/ escalations, if any - Participate in recruitment process to identify the right talent at various administrative & FM positions within the department - Establish individual performance expectations and regularly review individual performance of the team - Identify and create development opportunities for team members to enhance functional knowledge - Ensure that the overall functioning of the organization is in line with the relevant legal and government requirements in India and ensure that all necessary documentation is in place - Liaise with key government representatives & agencies on a need basis to present Clients views on critical issues SKILLS AND KNOWLEDGE: (State the minimum acceptable proficiency for this job which best indicates the education and/or experience requirements of this job and not the incumbent). Educational Qualifications: - Post-Graduation - MBA preferable Functional Skills & Behavioral Skills: - Thorough understanding of Administrative, Infrastructure, and Facility Management including R&M operations in upstream and downstream - In depth understanding of Financial Services Industry - Vendor Relationship Management Skills - People Management Skills - Strategic thinking - Influencing skills - Coaching skills Relevant and total years of Experience" - 15 years of experience in specific industry - At least 10 years of experience of leading a company/ business line in administration & Facilities management domain Show more Show less