Adani

Diversified infrastructure and energy conglomerate

Lead Admin

Facilities ManagementPosted on Nov 13

Full-timeThiruvananthapuram, Kerala, IndiaNo salary listedIn-person

About the Job

Requirements

A bachelor's degree in any discipline is mandatory.
An IHM or equivalent hospitality or facility qualification from a reputed college or university is required.
At least 8 years of work experience in a similar position in a mid-sized or large organization.
Experience managing a direct team of 5–8 members, including facility management leads and facility departmental heads.
Strong understanding of financial and cost-optimization principles.
Strong experience managing large facilities and working with computer-aided facility management systems.
Experience formulating strategies and conceptualizing service-management frameworks.
Experience designing and implementing employee-feedback frameworks.
Proven experience delivering customer care and service in a large organization.
Strong knowledge and experience in at least two Admin domains, such as services management, property management, infrastructure management, and corporate real estate.
Experience dealing with multiple internal and external stakeholders.

Responsibilities

Understand the business unit or group long-term plan and assist in devising the business unit's Admin roadmap and operating model, as well as site-specific strategy and plans.
Roll out initiatives identified by business unit Admin after research and benchmarking studies; oversee implementation-plan creation and continually review and revise plans as business dynamics change.
Conduct site Admin budgeting in consultation with the Site HR Head and Business Unit Admin Head, establish budget-preparation guidelines for all Admin sub-departments, and take necessary action for budget deviations.
Ensure adherence to business unit expense-management and cost-optimization guidelines and identify and drive site-level cost-optimization projects.
Oversee implementation of site Admin policies and standard operating procedures and set guidelines for business-specific Admin policies and systems.
Periodically review and contribute to updating Admin policies and guidelines to reflect changing business dynamics.
Work with the business to understand office-expansion strategy under the Admin remit, conduct property-needs assessment and forecasting, and prepare annual and three-year space/property forecasts for presentation to Senior Leadership.
Support identification of new properties or spaces for potential projects and provide guidance on infrastructure plans from an Admin perspective.
Support office-property audits and address identified risks and challenges.
Introduce industry-leading systems and processes at the site or property, leveraging industry best practices with input from business unit Admin.
Devise the services-management operating plan and frameworks for site Admin services, including travel and accommodation management, general Admin services, facility-event-management software, and oversight of hard services in coordination with the mechanical, electrical, and plumbing department.
Drive site operations for Admin services, including travel and accommodation, local transport, general Admin, soft services, facility-event management, and oversight of hard services, to create a conducive work environment for employees.
Manage new-employee onboarding support at the site, including accommodation, transportation, space allocation, and joining kits.
Provide employees with breakfast, lunch, snacks, and dinner options through concessioners in coordination with the commercials department.
Manage company-owned vehicles under Administration, ensure compliance with legal, regulatory, and contractual requirements, and resolve issues.
Oversee driver-duty allocation and facilitate etiquette and soft-skills training for drivers of company vehicles.
Identify competitive vehicle-leasing plans for the site in coordination with the techno-commercial function.
Manage site transportation requests in line with group guidelines and track utilization.
Prepare annual uniform requirements for customer-facing roles with the relevant departments and plan procurement through an ARC vendor.
Oversee uniform inventory, receive shipments, audit invoices, and authorize payments.
Manage resources efficiently to maintain appropriate inventory levels and sizing options while minimizing inventory expense.
Coordinate with department managers to ensure uniforms for all positions are updated and accurately listed on uniform lists.
Create uniform-issuing processes and arrange laundry services through an empanelled site vendor.
Ensure adherence to the governance framework and that site Admin service levels meet prescribed standards.
Participate in governance committees to discuss issues, provide insights, share best practices, and devise action plans for functional excellence and process improvement.
Ensure site-budget adherence and provide guidance or prepare action plans to address deviations.
Ensure timely submission and verification of vendor bills and timely payment for all services in accordance with agreed service-level agreements.
Ensure compliance with prevailing statutory requirements and standards, and ensure certifications and licenses for site Admin services are obtained and renewed on time.
Manage site-property lease documentation and ensure timely renewals.
Support formulation of the site-specific audit calendar and ensure timely completion of planned activities and audit findings.
Analyze audit findings, identify insights, and collaborate with stakeholders on action plans to mitigate risks and address gaps.
Conduct periodic site performance reviews and monitor ongoing strategic initiatives with the Admin team in accordance with the performance-review calendar.
Identify strategic service partners and build partnerships with solution providers, government officials, and local authorities for Admin services.
Conduct formal functional and technical evaluations to identify service partners.
Contribute to defining scopes of work, partner with the techno-commercial function on strategic negotiations, and finalize contractual terms and conditions.
Review technical components and provide final sign-off for site-level contracts and agreements with service vendors.
Supervise service-partner performance reviews and address critical issues.
Ensure employee feedback is collected regularly and develop strategies to improve employee satisfaction based on feedback.
Communicate Admin initiatives, updates, and achievements to internal business stakeholders in a timely and effective manner.
Identify Admin processes that could be automated or integrated with technology to meet customer needs and supervise implementation to ensure seamless integration.
Use strategic information and data analytics for site employees to generate insights that enhance service delivery.
Set goals, review performance, and provide feedback to build a collaborative, high-performance team.
Guide and mentor Admin-function talent in their growth and development.
Drive employee-engagement and collaborative-workplace initiatives at the business level with Site HR, such as town halls, newsletters, off-sites, and events.
Collaborate with the Site HR Head to identify key priorities and specific requirements.
Interact with a wide range of service partners, build strategic relationships, track service delivery, and mitigate risks.
Interact with the Business Unit Admin Head to understand organizational strategy and business objectives and formulate site strategy accordingly.
Build relationships with government agencies, urban local agencies, and other local bodies involved with Admin.

Desired Qualifications

Proficiency in Malayalam is preferred.
Experience in airport operations or an organization with diversified businesses is preferred.
Experience managing a large property footprint and remote sites is preferred.

Educational Qualification:

Bachelor’s degree in any discipline is mandatory.
IHM or equivalent hospitality/facility qualification from any reputed college or university.

Experiences:

8+ years of work experience in a similar position for mid-sized / large organization; Experience managing a direct team of 5-8 members (including FM leads & facility departmental heads).
Preferably someone is proficient with Malayalam language.
Preferably to have worked in Airport operations or an organization with diversified business; Experience of managing large property footprint and remote sites
Strong understanding financial and cost optimization principles
Strong experience of managing large facilities; Experience of working with CAFM systems
Rich experience of formulating strategies and conceptualizing service management frameworks
Experience with designing and implementing employee feedback framework
Proven experience of delivering excellent customer care and service in a large organization.
Strong knowledge and experience in at least two or more Admin domains like Services management, Property management, Infrastructure management and Corporate real estate
Experience of dealing with multiple stakeholders – internal as well as external

Strategic Roles and Responsibilities	Understand the BU/group long-term plan and assist in devising the BU’s Admin roadmap and operating model and devise Site specific strategy and plans. Roll out initiatives identified by BU admin post research & benchmarking studies; Oversee creation of implementation plan as well as continually review and revise the implementation plan to meet the changing business dynamics. Conduct Admin budgeting exercise for Site in consultation with Site HR Head and BU Admin Head and establish budget preparation guidelines for all Admin sub-departments; Undertake necessary action for any budget deviations. Ensure adherence to expense management/ cost optimization guidelines set by the BU; Identify and drive cost optimization projects at the Site level. Oversee implementation of Admin policies/SOPs for the Site; Set guidelines for business specific Admin policies and systems. Periodically review and contribute to updating all Admin policies and guidelines and ensure they are updated keeping in consideration the changing business dynamics.
Property Management	Work closely with the business to understand their office expansion strategy under admin gamut and conduct a property need assessment and forecasting exercise; Generate an annual and 3- year space/ property forecast plan for the business and present to Senior Leadership. Support in identification of new properties/spaces for potential projects and provide guidance for formulating infrastructure plans from an Admin perspective. Provide support in conducting audits for office properties; Address any risks/ challenges identified. With the input of BU admin induct industry-leading state-of-art systems/ processes at the Site/ property by leveraging knowledge of industry’s best practices.
Services Management	Devise the services management operating plan, frameworks for various Admin Services across the Site (viz. Travel & Accommodation management, General Admin Services, Facility Event Management software and oversee Hard Services (In coordination with MEP department). Drive Site operations of all Admin services (viz. Travel & Accommodation management, Local transport management, General Admin Services, Soft Services, Facility Event management and oversee Hard Services) to create a conducive work environment for Adani employees. Managing onboarding process of new employees at site in terms of providing initial support for accommodation, transportation, space allocation and providing employees with joining kit. Providing appropriate Food & Beverage i.e., Breakfast, lunch, snacks, and dinner options to employees through concessioners in coordination with commercials department.
Local Transport Management	Manage all company-owned vehicles under administration and ensure they are compliant with legal, regulatory, and contractual requirements, and resolve any issues as applicable. Oversee driver duty allocation and facilitate driver training on etiquette and soft skills for all company vehicles. Identifying competitive vehicle leasing plan for site in coordination with Techno commercial. Manage transportation request of site in line with group guidelines and keep track of utilisation.
Uniform management	Prepare annual uniform requirement for customer facing roles in coordination with respective department and plan procurement through ARC vendor. Oversees the uniform inventory, receives shipments, audits invoice, and authorizes payment. Uses resources efficiently to maintain appropriate inventory levels and sizing options while minimizing inventory expense. Coordinates with all department managers to ensure that uniforms for all positions are updated and accurately listed on uniform lists. Creating system and process for issuing uniform & provide laundry services through empanelled vendor on site.
Governance and Compliance Management	Governance Framework & Compliance Ensure adherence to established governance framework and ensure site Admin service levels are in line with prescribed standards. Participate in governance committees to discuss issues/ deliver insights/ share best practices and devise action plans targeted on driving functional excellence and process improvements. Ensure adherence to defined budgets for the Site; Provide guidance/ prepare action plan to overcome deviations; if any. Ensure timely submission & verification of vendor bills as well as timely pay-out as per agreed SLAs (for all services). Ensure adherence to prevailing statutory requirements and standards, ensure certifications and licenses are obtained for services under admin function for the Site along with timely renewal as applicable. Manage all lease documentation for the Site properties and ensure timely renewal of the same (ref Leasing of Property SOP). Audits and Process Adherence Support in formulation of Audit calendar for specific Site; Ensure timely closure of planned activities and audit findings; as applicable. Analyse audit findings, draw insights, and collaborate with the concerned stakeholders to develop effective action plans for mitigating risks/ address gaps identified. Performance Reviews Conduct periodic performance reviews for the Site; Monitor all on-going strategic initiatives with the admin team as per defined performance review calendar.
External Stakeholder Management	Identify strategic service partners for Adani and build partnerships with solution providers/ government officials/ local authorities for admin services. Conduct formal service partner identification process (functional & technical evaluations). Contribute to defining the scope of work; Partner with TC and conduct strategic negotiations and finalize contractual terms and conditions. Review (technical components) and provide final sign-off for all Site level contracts and agreements signed with service vendors. Supervise service partner performance reviews and address critical issues if any.
Internal Stakeholder Management	Ensure employee feedback is collected from time to time and conceptualise new strategies to improve employee satisfaction levels basis feedback received. Ensure information about Admin initiatives, updates and achievements is communicated timely and effectively to internal stakeholders for the business.
Technology and Process Evolution	Identify areas within Admin which could be automated/ integrated with technology for meeting customer needs; Supervise the implementation to ensure seamless integration Tap into strategic information for Site employees using data analytics and generate meaningful insights to enhance service delivery.
People Management	Drive a collaborative and high-performance driven culture – Set goals, review performance, and provide feedback to ensure a motivated and committed team. Guide & mentor talent in the admin function on their growth and development. Drive employee engagement & collaborative workplace initiatives at the business level with site HR (e.g., townhalls, newsletters, off sites, events, etc.).

Key Interactions
Internal	External
Collaborate with Site HR Head to identify key priorities and specific requirements.	Interact with a wide spectrum of service partners and build strategic relationships with them with an objective of leveraging them for business advancement in time; Collaborate closely with them to track service deliveries and mitigate risks.
Interact with BU Admin Head for understanding organizational strategy and business objectives and formulating Site’s strategy in line with the same	Build a strong network and relationships with government agencies, urban local agencies and other local bodies involved with Admin.

Key Result Areas (KRAs)
Strategy	Strategy & Business Plan formulation & Deployment Strategic Initiatives Implementation
Financial	Budget Creation and Budgeting Process Compliance Budget Compliance Cost Optimization
Process	All COE Process Compliance (At BU-Site level) All COE Process Efficiency (At BU-Site level) All COE Process Enhancement (At BU-Site level) Process Standardization Technology Adoption Customer Satisfaction
People	Partner Relationship Management People management & Skill Development Employee Engagement/ Retention

Adani

Lead Admin

About the Job

Requirements

Responsibilities

Desired Qualifications

About the Company

Adani

Recently Posted Jobs