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Job Opening details:-
Company Name :- BCD Travel Corporate
Position Name :- Manager, Administration
Company Location :- Mumbai, Maharashtra
Job Category : General jobs
Full Job Description :-
Are you ready for a challenging and exciting endeavor that will require the investment of a lot of hard work, dedication and all your experience? Are you ready to bring your skills, competencies and experience to support BCD Travel in establishing and enhancing the APAC based arm of the Global Organization? Do you have a solid understanding of the admin? You might be exactly the new team member we are looking for.
The Manager Administration is responsible for efficiently supporting employees in multiple office and/or virtual locations to create a safe and professional environment for all employees, clients, vendors, and guests. This role supports the employee base by planning, organizing and implementing administrative systems, policies and procedures. Responsible for ensuring businesses run smoothly via administrative support. Preside over facilities management, security management, and other facets of administration. This position may manage other office personnel.
Manage suite/office security access to facilities.
Assure that telephone service & guests are received with professional courtesy.
Manage the telephone system on-hold music and announcements as required for holidays, inclement weather, etc. (interface with Telecommunications Department).
Maintain address & telephone lists for employees and field executives.
Manage the Mailroom and assure that all tasks are completed in a timely and courteous.
Liaison with Property Management to assure that security (security cards), maintenance, office temperature, keys, cleaning, building safety are managed and maintained appropriately.
Ensure Employee Safety within office locations.
Prepare Disaster Recovery Plans in event of fire, floods, earthquake, major storms, etc.
Distribute plans to employees, train employee and run practice drills.
Coordinates space planning and moves of employees within the office
Work with Facilities Management staff to purchase and reconfigure space and for office relocations
Remain current with local Commercial Property Market and Trends
Maintain Key Contacts for Property Acquisition and Disposals to ensure best deals are achieved. Ensure compliance with and knowledge of best practices.
Liaise with landlords and relevant third parties for problem resolution
Conduct property acquisitions, refurbishment and fit out projects and disposals, under the supervision of next level management and lead on these based upon capability
Plan best allocation and utilization of space and resources for new buildings or re-organizing of current premises
Prepare and distribute tender/RFP documents to potential suitable suppliers, in accordance with company guidelines
Select Preferred Contractors who best fit our requirements in line with best practice, business ethics and company guidelines
Calculate and compare costs for required goods or services to achieve maximum value for money when negotiating best outcomes for the business
Project manage, supervise and coordinate the work of contractors as and when required
Conduct regular site audits to ensure that the specified standard of work is maintained, and all site logs and documentation are kept up to date. Follow up on any deficiencies to ensure they are remedied.
Serves as primary liaison between building management and BCD Travel for day-to-day facilities issues and communicates facilities issues to employees in a timely manner. Escalates issues to management as needed.
Handles purchasing and/or leasing of office furnishings, equipment and stationary supplies
Manages office contract and suppliers; tracks maintenance contracts. Monitors suppliers’ service.
Manages the infrastructure, including cafeteria and pantry, as applicable
Manage House Keeping and Security Personnel to ensure BCD Travel requirements are met.
Oversees repair and maintenance of office space and workspaces
Interacts with property management to ensure that contracted security and property maintenance are followed
Meeting and event coordination:
Coordinate client visits by making necessary office arrangements
Agenda management and meeting notes
Handle facility coordination for client and employee meetings.
Manage, office locks and keys, office entry card system, parking passes
Handle office initiatives, such as tickets to sports and entertainment events, promotions and special occasion plans
Oversee and report on charitable giving
Travel planning, if requested
Plans and organizes Corporate Social Responsibility activities for the office.
Orders office supplies
Health & Safety and Regulatory Controls
Ensure the appropriate measures are in place for people and premises, to comply with Health and Safety and Statutory legislation
Promote awareness of best practices in Health and Safety, Fire Safety and Display Screen Equipment through timely training and education
Follow up with any escalated Health and Safety or legal / regulatory compliance issues to ensure they are resolved
Ensure the appropriate certifications are achieved through sufficient preparation and adequate improvements (e.g. ISO 14001 under environmental)
Support business initiatives that improve business processes and working conditions (e.g. requirements under Modern Slavery Act, Eco-Vadis, corporate governance etc.)
Communications / correspondence:
Prepares and distributes communications to employees (all teams) regarding administrative changes and committee activities
Prepares correspondence and PowerPoint presentations
This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position. The employee may be asked to perform other duties and responsibilities, as necessary.
We’re looking for you if your profile matches the following:
Ideally you will have 8 to 10 years of relevant work experience
Bachelor Degree in Business Administration or Management preferred
Good Communications skills
Excellent in Microsoft Office (word, excel & power point presentations)
Excellent negotiation skills
What we offer you:
This is an exciting job within an international work environment. You’ll be working with a great team of colleagues. And, we offer you a competitive package, training, career development and a dynamic work environment.
You’ll be joining a company that cares about its people – BCD is the first global travel management company to be awarded Investors In People (IIP). We recognise the importance of having a diverse employee base which reflect the geographies, customers and communities within which we serve. We celebrate our different backgrounds, varied experiences and unique points of view.
Your work location:
How to apply:
Is this your next career move? Don’t wait any longer. Create a profile in our job portal on our website and upload your CV and cover letter.
Get to know us
BCD Travel helps companies make the most of what they spend on travel. For travelers, this means keeping them safe and productive, and equipping them to make good choices on the road. For travel and procurement managers, it means advising them on how to grow the value of their travel program. In short, we help our clients travel smart and achieve more. We make this happen in 109 countries with more than 13,500 creative, committed and experienced people. And it’s how we maintain an industry leading client-retention rate of 95%, with 2017 sales of US$25.7billion. For more information, visit www.bcdtravel.com.
This position is not open to third-party recruiting agencies.
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