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Sunday, May 3, 2015


Position:Associate Vice President - Administration
Number of Positions:One
Place of posting:Mumbai
Age as on 01.04.2015:Preferably 35 to 45 years

Educational Qualification:B.E / Commerce Graduate / Post Graduate in Facilities Management /Logistics / MBA
ExperienceMinimum post qualification experience of 12-15 years in relevant area managing end to end Administration & Facilities function & Procurement.
Position Objective:Facility Management & Administration function, Procurement of non IT Assets, Vendor Management, Asset Management & control. Budgeting & Cost Control.
Key Responsibilities:
  • The AVP - Administration will be responsible for the end to end facilities & administration function of the organization. The candidate will also lead the identification and built out of the new site in line with the organizations growth.

  • Establish and manage the commercial/procurement function including vendor selection and negotiations & contract management.

  • The AVP - Admin will be required to build a customer centric function by leading and motivating the admin team.

  • Development and maintaining vendor relationships. Implement sourcing strategies to cut cost and drive continuous improvement in all aspects of administration function. Finalization of purchase orders and agreements.

  • Leading the day to day management and delivery of the facilities and administration teams including the management of the outsourced partners to create an efficient and customer centric function.

  • Liaison with Government and other regulatory authorities. Manage the statutory compliances.

  • Implementation of Procurement Policy and related procedures covering Vendor Selection and Management for the Procurement function. Multiple Entities to be covered for the procurement function.

  • Responsibilities to cover vendor management with respect to planning, due diligence / vendor selection, contract negotiation, ongoing monitoring and termination for the following areas:
    Service Level Agreements
    Annual Maintenance Contracts
    Capital Non-IT Procurement

  • Coordinate and prepare documentation related to Service Providers Agreements & Annual Maintenance Contracts (AMC). Prepare MIS and keep a track of all Service Provider Agreements and AMC expiry dates, renewal dates & filing of documents

  • To Coordinate for Capital Procurement of assets as per the requirement from the departments, assist in Negotiations, Preparation of Purchase Order & related documentation, Post GR (Goods Receipt).

  • Manage fit-out projects from initiation stage till completion and handing over to Property Operations Project Plan for fit-out projects.

  • Preparation of Annual Budget for Capex and Opex and review on monthly basis.

  • Prepare monthly MIS and review to ensure cost control.

  • Work closely with the Property Operations team / service provider to assure fit-out projects are compatible with the base build and authorities requirements.
Essential Knowledge:
  1. Excellent planning and organizing skills

  2. Ability to handle emergency situations.

  3. Decision making skills

  4. Good interpersonal skills and customer service orientation.

  5. Good communication skills (written & spoken)

  6. Past experience in people and resource management
Note: The eligibility criteria can be relaxed for the candidates with strong domain knowledge and experience

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