Senior Manager Administration / Security

JOB RESPONSIBILITIES: Procurement Services:

• Properly follow procurement procedures and ensure timely procurements.
• Ensure availability of office supplies (Stationery & kitchen supplies and all companywide procurement) to maintain adequate stocks, task includes ordering new supplies, identifying new suppliers and obtaining the best price.
• Onboarding of new vendors and having at least 3 vendors of each category.
• Maintain vendor contacts and details.
• Monitor and maintain office equipment.
• Provide administrative and general support in ensuring compliance with Health & Safety Regulations.

 Admin Related:

• Hiring of Outdoor staff including Security staff, Drivers, Sanitation staff, Office Boys, Electricians and maintenance persons.
• Ensure discipline of all outdoor staff as per ACE Properties rules and regulations.
• Take disciplinary and corrective measures in case of any deviations.
• Ensure Training of outdoor staff and make sure they know their jobs and they are able to perform it with full ability and capability.
• Ensure Outdoor staff attendance and leave register are maintained and ensure sharing of schedule with HRD on a timely basis.
• To arrange department meetings with staff on a regular basis and document minutes of the meetings as well.
• To ensure the department is aware of organizational policies.
• To notify disciplinary matters to HRD if any.
• Team evaluation as and when required
• Team counseling and motivation.

Buildings-related:

• Ensure maintenance of the interior and exterior of the Dream City Offices.
• Ensure Cleanliness of Interior and exterior, making a record of any poor levels of cleanliness issues and taking necessary steps/action to remedy them.
• Ensure that the kitchens are well stocked with the necessary level of inventory.
• Ensure all toilets are well stocked/ cleaned with toilet paper, hand towels, linen roller towels and hand soap.

Events Management:

• Provide logistical support to meetings held out of the company, including preparation of meeting and assisting in arrangements for catering provisions.
• Provide support in events management where and when required by the company.

Transportation Management:

• Ensure transport availability as per the defined staff shifts.
• Manage transportation requirements in special cases as per senior’s approval where required.
• Provide transportation support for events and outbound tours and activities.
• Ensure proactive maintenance of vehicles to avoid any accidents or bad experiences.
• Manage Drivers queries and issues with shift management.
• Maintain travel/maintenance log of vehicles with proper signatures.

 Security Management:

• Ensure proper schedule of security guards leaving no time-lapse even in shift changing.
• Properly manage their leave schedule keeping in view the security availability all the time
• Plan and execute security policy. Ensure proper security arrangements in and around Dream City.
• Coordinate with local Police and administration regarding matters related to Dream City. 

Hostel Related:

• Ensure Management of Dream City maintained hostel facilities in all aspects.

 Other:

• Contribute to teamwide communications and knowledge management.
• Induct new staff and volunteers in-office procedures, Fire Safety and Health & Safety after necessary approval from management/HR.
• Process invoices for the team including validating and obtaining authorization for payment.
• Facilitate teams in case of medical emergency to the hospital.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Ensure regular and effective liaison with subordinates, colleagues and department managers.
• To attend Managers meetings and other meetings as required.
• Prepare and submit daily activity report.
• Prepare formal monthly/quarterly/annual reports of the admin department.
• Perform other admin tasks assigned by Administrator/Directors.

JOB SPECIFICATION:

• Minimum graduation - MBA will be preferred.
• Must have an experience of serving in housing society in admin and security role.
• Must have an experience of coordination with government departments in connection to housing societies.
• Must have good communication skills.
• Must have good management and leadership skills.