Branch Administration Officer

Tata Consultancy Services; Zürich; Vor Ort; CHF 120.000 - 150.000; Vollzeit

Zusammenfassung

Tata Consultancy Services Switzerland seeks an experienced Administration and Facilities Leader to coordinate the Admin Department, manage budgets and vendor relations, and ensure regulatory compliance across the organization.

You will oversee four functional groups, drive process improvements, and collaborate with finance to support operations and growth in a Swiss corporate environment.

Qualifikationen

• 7 to 10 years of related administration or facilities experience.
• 3 years of supervisory/management experience.
• Fluency in Swiss-German and English, written and spoken.
• Proficiency in MS Office, especially Excel, Outlook, Teams and PowerPoint.
• Min. Bachelor degree; MBA preferred in General Administration or Facilities Management.

Aufgaben

• Coordinate and manage Administration Department activities across four groups: General Admin, Admin Procurement, Facility Management and Travel & Hospitality.
• Prepare plans and budgets for administrative services related to work environment, safety, security, infrastructure, communications and utilities.
• Develop and maintain physical infrastructure standards aligned with growth plans.
• Maintain facilities through annual maintenance contracts and service providers.
• Ensure equipment security through appropriate insurance and security measures.
• Build and maintain relationships with authorities and ensure regulatory compliance for the workplace.
• Oversee HSE compliance and risk management related to facilities and admin processes.
• Identify efficiency improvements and implement admin-related processes and policies.
• Collaborate with branch finance and other stakeholders for resource planning and cost control.

Kenntnisse

Swiss-German language

English language

MS Office

Excel

Outlook

Teams

PowerPoint

ARIBA

Ausbildung

Bachelor degree

MBA

Tools

MS Office

Excel

Outlook

Teams

PowerPoint

ARIBA

Jobbeschreibung

Responsible for the co-ordination and management of the Administration Department of TCS Switzerland. Plays a very critical role at Tata Consultancy Services Limited since the candidate performs all functions for the organization which are non-technical thus making this profile the centre of all functions. The candidate must have excellent communication skills in order to be an ambassador not just for the employees to communicate their concerns/suggestions but also have the ability to market TCS well to external Consultants/Vendors for good image building. This profile has an all-round exposure to all facets of Administration and Finance and thus requires her to be an extremely sincere and committed member of the Team.

Key Responsibilities

Administration Management

• Managing the administration related activities by co-ordinating the four functional groups: General Admin, Admin Procurement, Facility Management and Travel & Hospitality
• Preparing plan and budget for administrative services related to work environment, safety, security, infrastructure, communication facilities and utilities
• Deploying and maintaining physical infrastructure and defining specifications/standards as per the growth plans
• Maintaining and supporting all the facilities of the company by managing the annual maintenance contracts on various equipment and sub-contracted services.
• Ensuring equipment security through insurance and security measures
• Establishing and maintaining business level relationship with different authorities
• Ensuring statutory compliance in practices related to work environment
• Evaluating/approving vendors/service providers, while adhering to the requirements of Compliances and financial prudence.
• Supporting associates by managing hassle-free work related transactions. Plan provision of accommodations in the country, as per the provisions of related policies on the subject.
• Maintaining and supporting all facilities like workspace allocation, transportation, equipment, and structural health
• Assisting in identification of standards and specifications for infrastructure planning and development
• Ensuring compliance to all administration related procedures like access control to premises and maintaining violation controls.
• Empowered to implement location specific plans, budget for centre specific alteration and deployment, approval of maintenance contracts
• Empowered to define organization structure for the Admin group, enter into SLA with various service providers, obtain resources for the administrative functions, approve admin related decisions as required. Work very closely with branch finance while doing the same.

Facility Management

• Coordinates and directs the facility maintenance team and planning activities which include preventative maintenance programs, facility infrastructure maintenance, landscape and utilities and personnel schedules
• Monitors assets in regard to security measures, maintains the security network and ensures it remains functional at all times
• Manages small- and large-scale construction projects, alteration/upgrade of facility equipment
• Manage special projects as requested
• Assures optimal functionality of critical building engineering systems (HVAC, fire/life safety equipment, elevators, UPS, etc.) through effective coordination with the building management staff.
• Ensures adherence of Company Risk Management Policies/Procedures
• Ensures Corporate Risk Management plans are adhered to for the facility
• Coordinates and monitors vendors (building management, electrical, HVAC, plumbing, etc.) and maintenance staff
• Respond to after-hours facility related emergencies and determine appropriate course of action to resolve issues
• Workspace management
• Prepares, implements and coordinates refurbishment works and movements inside TCS premises
• Maintains data records and regularly updates on seat/ space utilization and floor plans.
• Develops short/long range plans, conceptual designs, and capital outlay requirements and documentation for facilities
• Handles minor/major moves of associates within the project area or between different project areas

Vendor, contract and financial management

• Develop/maintain positive relationships with internal/external customers and facility staff
• Develop capital plans and operate budget for sites. Successfully prioritizes plans and presents data/supporting justification to senior management
• Manages the submission and processing of all buildings, support annual maintenance contracts and negotiations
• Identifies and implements initiatives to achieve savings in operational costs.
• Develops operating & capital budgets for the facility and administers budget

Health, Safety & Environment (HSE) Management

• Stay in line with the Company policy on carbon neutrality and achieve net zero in the defined timelines.
• Ensures all HSE requirements are adhered to for vendors / contractors conducting business at specified locations.
• Ensures full compliance to Corporate HSE requirements and measures or tailors such requirements where needed
• Co-ordinates HSE activities at regional and corporate levels in co-ordination with stakeholders. Contributes to Corporate-level activities on need basis.
• Prepares updates on the local processes and facilitates the stakeholder teams to implement HSE processes related to them through a ‘handholding’ approach.
• Analyses HSE performance data for the region and reports regional-level performance, carries out regional / TCS-wide benchmarking of HSE performance in order to drive improvements.
• Carries out HSE inspections, identifies gaps and ensures closure
• Monitors applicable legal compliances and ensures strict compliance
• Co-operates closely with HSE Committee Members, external Labor & Fire Safety advisor
• Acts as liaison to public utility, environmental, municipal, state and federal agencies as applicable to operations

Other responsibilities:

• Suggesting areas for improvement in internal processes along with possible solutions
• Complying with and helping to enforce standard policies and procedures
• Participating in meetings concerning her relevant functions and preparing action plan for improvement
• Contribution to preparation of reports, documents required by the management/Corporate
• Participating in audits if needed
• Reviewing operation manuals and procedures in order to determine whether improvements can be made in her functions
• Interpreting administrative and operating policies and procedures for employees if needed
• Attending Admin or HSE related events such as conferences, competitions, etc. for market orientation and representation of the company

Your Profile:

• 7 to 10 years of related experience
• 3 years of supervisory/management experience
• Fluency in Swiss-German and English, written and spoken.
• Proficiency in MS Office, especially Excel, Outlook, Teams, and PowerPoint. Experience with trackers and hands‑on experience in ARIBA is preferred
• Min. Bachelor degree, Post graduate MBA degree (in General Administration), Facilities Management or equivalent is preferred
• Proven track record with reaching targets with Swiss and/or global customers
• Any additional language is a plus

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