The Boeing Company is seeking an Administrative Assistant to join our Boeing Global Enterprise Services (BGES) team in Bengaluru, India. In this role, you will be the operational hub for workplace services, managing third-party providers, ensuring safety and compliance, and delivering comprehensive administrative support to our employees and visitors.
What You'll Do
- Manage Workplace services through various third-party service providers.
- Maintain excellent relationships with various Business stakeholders and Service Providers.
- Actively engage with Business units to fulfil business requirements.
- Analyze data and make decisions based on a data-driven approach.
- Collaborate with other functions like Global Real Estate, Finance, HR, and Security as required.
- Ensure safety & security at the workplace and implement EHS policies.
- Monitor emergency response procedures such as dialogic/call tree/ERT members.
- Be familiar with compliance requirements for building/facility operations.
- Share inputs on annual budget allocation & track planned vs actual spent.
- Ideate, develop, lead and execute operational excellence projects.
- Maintain operation-related records and documents including Building compliance.
- Act as focal for receipt and delivery of faxes, emails, express packages, and publications.
- Apply appropriate protocol, discretion, and diplomacy when assisting visitors.
- Conduct daily facilities rounds and take appropriate corrective & preventive actions.
- Brief outsourced manpower like Housekeeping & Security as required.
- Inspect & update the Food Services Management sheet daily including weekly menu display.
- Monitor Snacks vending Machine daily, oversee sales, and coordinate with supplier for breakdown.
- Monitor all the various registers kept at the front desk & rear entrance.
- Coordinate with Businesses and Functions to fulfil needs.
- Issue necessary work permits to suppliers and file them.
- Manage first aid box inventory, check expiry dates, and order supplies.
- Be responsible for office supplies (stationery, cafeteria, cleaning) & inventory keeping.
- Provide daily supervision of security guards, housekeeping and office boys.
- Monitor and verify the movement of materials and equipment in and out of the office.
- Provide general administrative support to all employees and visitors.
- Support the BGES team during any event as directed.
- Support the HR team during mass recruitment/hiring drives and distribution of goodies.
- Prepare and manage MIS reports (Daily, Weekly & Monthly).
- Update & circulate the desk phones extension list on a bi-monthly basis.
- Manage Meeting room booking requests by end users.
- Handle the complete Procure to Pay (P2P) process on the portal.
- Be responsible for inward and outward couriers.
- Maintain all relevant compliance documents for manpower services suppliers.
- Clear employee LER/ TER with 100% receipts custody.
- Be custodian/responsible for employee RFB / IT claims onward dispatch to BDO.
- Maintain & reconcile the Distribution List (DL) for respective towers periodically.
- Support BSS in the physical verification of assets.
- Get trained in operating FAS/PAS/ & help employees during emergency evacuation; take part in mock drills.
- Manage mobile phone inventory and mobile phone distribution activity.
- Manage Sim Inventory and Sim distribution activity.
- Manage Car Lease services and data management.
- Perform data analysis on services.
What We're Looking For
- A bachelor’s degree in hospitality, administration, Engineering or equivalent.
- At least 6+ years of relevant experience working in a Real Estate/IFM/Administrative environment.
- Able to collaborate with internal team members as well as external stakeholders.
- Entrepreneurial mindset and ability to foster two-way collaboration.
- Experience in Facilities Management / Workplace services is strongly required.
- Ability to facilitate decision-making and proactive risk management.
- Effective communicator with good verbal and written communication skills.
- Knowledge of advanced Microsoft Office tools (Word, Excel, PowerPoint, etc).
- People management with good interpersonal skills and intermediate analytical skills.
- Quick learner & has an eye for detail.
- Customer-focused and capability to manage and leading team.
- The candidate must be willing to work in any office location within Bangalore, be open to a flexible schedule, and support phone calls during off-hours.
Nice to Have
- Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 6 or more years' related work experience or an equivalent combination of education and experience (e.g. Master+ 4 years' related work experience).
Technical Stack
- Advanced Microsoft Office tools (Word, Excel, PowerPoint, etc).
Team & Environment
Part of Boeing Global Enterprise Services (BGES) team, reporting to the Business Support Manager (BSM).
Work Mode
This is an onsite position based in Bengaluru, India.
Boeing is an equal opportunity employer.
