AGM - Corporate Administration

Nuvoco Vistas Corporation (Nuvoco); Ahmedabad District; On-site; INR 500,000 - 800,000; Full time

Job summary

Nuvoco Vistas Corporation (Nuvoco) Ahmedabad is seeking a Facility Manager to oversee corporate office operations, vendor coordination, housekeeping, travel arrangements, and logistics, ensuring efficient service delivery and cost control.

You will supervise reception, maintenance of premises, safety training, canteen oversight, vehicle fleet coordination, and liaison with contractors while ensuring compliance with company policies and budgets.

Responsibilities

• Oversee vendor selection and negotiate contracts for security, travel, housekeeping, stationary, etc.
• Arrange logistics for internal and external stakeholders to ensure smooth operations.
• Ensure timely and efficient delivery of products and services.
• Adapt contracts/LOIs and indemnities to protect organizational interests.
• Ensure timely renewal and exit processes are part of contracts.
• Train vendors on safety, ethics and values to build long-term relationships.
• Manage Guest House administration within budget; support welfare utilities and allied services.
• Maintain plant horticulture, lawn and garden areas and office upkeep.

Job description

Purpose of the job:

Ensure general management of Corporate office by overseeing operational efficiency, effective communications, and other logistics arrangements.

Also to coordinate office activities and operations while providing clerical and administrative support to management.

Job Description:

Facility Management - Office Administration (housekeeping, travel)

• Ability to select and negotiate vendors related to security, travel (Tie up with airlines, taxi, hotels ) ,housekeeping, stationary etc.
• To arrange all logistics arrangements of all internal and external stakeholders
• To ensure timely and efficient delivery of products and services.
• Adapt in terms of LOIs and contract and indemnifying Organizational interest.
• Ensure timely renewal and exit process are part of contracts.
• Adapt in negotiation skills to ensure delivery of best Product and services by the vendor to optimize cost.
• Train vendors on Safety aspects, organizational ethics & values to build long term sustaining relationship.
• To carry out Administration and management of Guest House, within the stipulated budget. Building up infrastructure required for Welfare / Utilities and carrying out support in other allied services.
• Responsible for Plant horticulture lawn and garden maintenance
• Responsible for office maintenance and upkeep of offices and infrastructure

Personnel and Administrative Function

• To attend and resolve day to day grievances of employees
• To ensure implementation of Companys personnel policies in an effective manner
• Running and maintenance of Industrial Canteen in a cost effective way within the stipulated budget.
• Co-ordinating Canteen committee meetings for smooth and peaceful running of industrial canteen
• Giving morale boost to the employees and acting as a change agent for taking up challenges in the changing environment
• To extend necessary support to the employees at their critical times for example sickness, death etc
• Laisioning with RTO for statutory compliance of Plant vehicle insurance
• To ensure Smooth carrying out of General Administration activities.
• Conduct periodic audit for office, vehicle
• To ensure hygiene and safety of employees and providing training on products, services and safety aspects.
• Ensuring all contracts are updated timely & costs are negotiated to ensure savings.
• Keep searching the alternatives in order to reduce the cost without affecting the quality and service.
• To co-ordinate and maintain all vehicles fleets and strictly follow companys laid down PRTA policy
• To ensure drivers timely health check up and also audit time to time for their documents updation
• Ensure drivers go thru requisite training on defensive driving and also training on firs aid

Cost Management

• Able to study the cost being incurred on various HR activities of the plant/ Office.
• Able to propose the low cost service options to the superior for reducing the cost. Report, analyze and manage cost incurred.
• Periodically review the existing processes and can negotiate further to find cost effective alternatives leading to win win outcome.
• Focuses and advocates cost optimization as an ongoing discipline in all functions.
• Keep track of monthly expenses vs projection.

Stakeholder Management - Internal

• Build personal rapport & trusting relation with Employees, Functional heads, Leadership team for aligning towards Organization's Vision Mission.
• Proactively collaborates and understand the styles and expectations of different stakeholders and handle each differently.
• To bring agility, speed of execution by regular communication, empathetic listening, understanding their areas of interest, and expressing assertively leading to win-win outcome.

Communication

• Communication related to national holidays, festivals and other important message to draft and publish timely.

Transport

• To monitor and manage the movements of hired vehicles and company vehicles

Telephones

Maintenance and functioning of telephone systems for smooth communication.

To coordinate and liaison with service provider for effective complaint management, timely collection of telephone bills and payments, record maintenance and also misuse of telephones.

Billing Management

• Ensure timely collection of bills for Transporters, Contractors, Medical, Education, OHC, Travel Agents, Hotels, Guest Houses etc and ensure payment on time for uninterrupted services

Corporate Gifts

• Develop and maintain complementary Greetings, Diaries, Calendars and Corporate Gifts for distributions by the various department from time to time and maintain record to the extent for the future reference.

Budget

• To regulate control and monitor the P&A Budget in a cost effective manner.
• Responsible for internal control effectiveness monitoring for the processes in the domain of job responsibility