Location
Chennai | India
Job description
Join our “Human Resource Team” at DHL Global Forwarding, Freight (DGFF) GSC – Global Service Centre!
Job Title: Manager, Office Administration
Job Location: India – Chennai
Business Area: GSC, DGFF
Department: Human Resource
Career Level: K
Are you dynamic and results-oriented with a passion for logistics? Join our high-performing Global Shared Services Team (GSC) at DHL Global Forwarding, Freight (DGFF); a Great Place to Work certified organization and one of the “Top 20 most admired Shared Services Organizations in 2022” by the independent global Shared Services & Outsourcing Network (SSON).
We are the captive Shared Service Provider for DHL Global Forwarding and DHL Freight (DGFF). We are an organization of more than 4,600 colleagues complemented by approximately 500 virtual FTE (i.e., bots applied in process automation). Our colleagues are based across six service delivery centers in Mumbai, Chennai, Chengdu, Manila, Bogota & Budapest. You will interact with people from all over the world and get the chance to a truly international organization.
Role Purpose: The Admin Manager at DGFF GSC Chennai is pivotal in ensuring the operational excellence of our center, housing over 1500 employees. This role demands a strategic approach to managing office infrastructure, ensuring a safe and efficient working environment, and upholding the highest standards of facility management. The Admin Manager will lead initiatives in office upkeep, compliance, and transport services, maintaining an environment that supports productivity and employee well-being.
Reporting: Centre Head - HR
Key Responsibilities:
- Office and Infrastructure Management: Oversee the maintenance of office spaces, including UDS, AC ducts, washrooms, and kitchen areas. Ensure regular inspections and improvements to the cafeteria and maintain hygiene standards across all facilities.
- Facility Services: Manage and monitor the performance of security, front desk, pantry, housekeeping, and maintenance teams. Coordinate with building management services for any facility-related issues.
- Security and Emergency Management: Implement stringent security measures, manage CCTV operations, emergency alarms, and ensure all safety protocols are in place for emergency management, including first aid and firefighting operations.
- Transport Service Management: Oversee a comprehensive transport service for over 1000 employees, ensuring vehicle maintenance, addressing transport-related queries, and providing backup support for the transport executive.
- Compliance and Quality Assurance: Ensure strict adherence to admin-related audit, food and safety, and BCMS compliance. Manage emergency exits and ensure all infrastructure complies with safety regulations.
- Procurement and Vendor Management: Execute effective procurement strategies for stationery, assets, and maintenance materials. Conduct vendor negotiations to optimize costs and maintain high service levels.
- Financial Management: Oversee billing, purchase orders, invoice verification, and petty cash management to ensure fiscal discipline and cost optimization.
- Event and Employee Support: Actively support all company events, festival celebrations, and business meetings. Address employee grievances related to facility management promptly.
Required skills and Abilities:
- Expertise in overseeing procurement processes, ensuring that all transactions and engagements with vendors adhere to strict compliance standards. This includes due diligence, contract management, and ongoing vendor assessment to uphold integrity and ethical practices in all procurement activities.
- A strong ethical compass in managing daily operations, with a commitment to transparency, honesty, and fairness. The ability to instill and uphold a culture of integrity within the team, ensuring that all administrative and facility management activities are conducted in an ethical manner.
- Skilled in strategic negotiation with vendors, not only to secure favourable terms and cost efficiencies but also to ensure compliance with legal and regulatory requirements, as well as alignment with the company's ethical standards.
- Deep understanding of relevant legal, regulatory, and industry standards affecting procurement, facilities management, and vendor relations. Ability to navigate and ensure compliance with these standards, mitigating risk for the organization.
- Ability to lead diverse teams effectively, fostering a culture of integrity, accountability, and excellence in service delivery.
- Strong analytical skills with the capability to resolve complex issues while maintaining high standards of integrity and compliance.
- Excellent communication abilities to effectively liaise with vendors, staff, and management, ensuring clear understanding and adherence to compliance and integrity standards.
Educational Qualification:
- A Bachelor's degree in Business Administration, Facilities Management, Hospitality Management, or a related field is required.
- A Master's degree or professional certifications in Facilities Management, Operations Management, or related areas would be an added advantage.
Work Experience:
- A minimum of 5-7 years of progressive experience in administrative or facilities management roles, with at least 3 years in a managerial or supervisory capacity.
- Demonstrated experience in managing office infrastructure for a large organization, preferably with a workforce of 1000+ employees.
- Proven track record of implementing cost-saving initiatives, managing vendor relationships, and ensuring compliance with safety and operational standards.
- Previous experience in emergency preparedness, security management, and conducting audits and compliance checks is highly desirable.
Apply now and embark on an exciting journey with us! We offer:
- We recognize and reward your hard work through a competitive compensation and performance-based incentive.
- We empower you to learn and grow through training that gives you the knowledge, skills, and abilities to develop into your role and a great range of resources to support your future career aspirations & personal development.
- Flexible work arrangements to support work/life balance.
- Generous paid time off: Privilege (earned leave).
- Comprehensive medical insurance coverage including voluntary parental cover (applicable for IN only)
- Recognition & Engagement culture
By joining one of the world's leading logistics companies, you have a chance to explore a wide range of interesting job challenges and opportunities across our GSC service lines and in our different divisions around the globe.
Job tags
Salary
