Lead Associate - Employee Services & Administration (T&D-Mumbai)

Role:

Location:

Qualification:

Experience:

Role Overview:

We are seeking a Lead Associate - Employee Services & Administration to manage office infrastructure, vendor contracts, employee services, payroll, and event coordination. This role ensures compliance, safety, and process improvements using SAP and digital tools, while overseeing budgets, housing, transport, and service delivery for seamless administrative operations.

Job Responsibilities:

• Facilities & Office Management

  : Experience in managing office infrastructure, service contracts (housekeeping, canteen, pest control, vehicle hire, etc.), AMC renewals, asset management, vendor coordination, and service delivery monitoring.

• Vendor & Contract Management

  : Hands-on exposure to contract lifecycle – from PR/PO processing, SLA & scope definition, RFQ coordination, vendor evaluation (PQR), and onboarding to performance monitoring.

• Employee Services

  : Process handling of claims (medical, LTA, education), HR policy implementation, festival celebrations, courier services, visiting cards.

• Payroll & Time Administration

  : Experience in leave and attendance management, payroll inputs (LOP, OT, allowances), processing non-management and taskforce staff data using SAP.

• Event & Transport Management

  : Exposure in coordinating corporate events, celebrations, and managing transport fleet including scheduling, monitoring, SES and invoice processing.

• Housing Colony Management

  : Experience with quarter allotments, maintenance, monsoon preparedness, and liaising for employee housing services.

• Budgeting & MIS

  : Budget planning (ABP/CAPEX), tracking monthly expenditure, savings initiatives, and generating dashboards/MIS reports.

• Digitalization & Process Improvement

  : Implementation of digital tools, dashboards, and process optimization initiatives.

• Safety & Compliance

  : Conducting safety audits, walkthroughs, closure of action points, statutory compliance (property tax, licenses, FSSAI, etc.), and coordinating with government authorities.

• SAP Systems

  : Practical experience in SAP MM/PM modules for bill processing, service entries, PR/PO, and reporting.

Key Deliverables:

• Ensure timely renewals, vendor onboarding, SLA compliance, invoice processing, and coordination with contracts team for service delivery.
• Administer employee claims, advances, policy implementation, and support welfare activities like Sodexo and festivals.
• Manage payroll inputs, taskforce data, and maintain accurate attendance and leave records for non-management staff.
• Oversee utilization of 52 hired vehicles, coordinate drivers, and ensure timely SES entries and invoice processing.
• Maintain office upkeep, manage seating and conference rooms, track daily resources, and process related invoices.
• Handle housing allotments, address maintenance requests, and coordinate seasonal upkeep activities.
• Coordinate organizational events including Founder’s Day, Town Halls, R&R, and festive celebrations.
• Ensure license renewals, compliance checks, food quality monitoring, and manage vendor billing with Sodexo.
• Conduct monthly safety audits, ensure statutory compliance, and track closure of safety-related action items.

Key Skills:

• Proficiency in MS Office Suite (Excel, Word, PowerPoint)
• Working knowledge of SAP (MM/PM modules)
• Exposure to managing outsourced vendors via SLAs and performance metrics
• Strong communication and interpersonal skills
• Problem-solving and emergency handling capability
• Process orientation, attention to detail, and organizational abilities