ASSOCIATE DIRECTOR – ADMINISTRATION - TOSHIBA SOFTWARE INDIA PVT LTD - Bangalore
(2002-11 - 2025-07)
Handling 225000 lakhs SFT including PUNE Branch. In the role of Associate Director of Administration, responsibilities are pivotal in handling and coordinating all administrative tasks across the organization. Collaboration with different departments is a key part of the job, helping to keep things running smoothly, improve processes, and create a productive workplace atmosphere.
Leadership and organizational abilities play a crucial role in ensuring the administrative team functions effectively, all in support of the organization's overarching goals.
- Facilities, Transport, Travel & Security Management, Vendor Management, Procurement, Contracts / Agreements & AMC, Space/Seat Management, Projects (New Fit-Outs & Renovation), Crisis Management, Business Support & Events Management
- Admin Budget, Infrastructure, Renovation, Planning & Workspace Management, MIS
- Delegating tasks to administrative staff and monitoring daily operation
- Acting as a liaison between the employees and upper management when it comes to financial and administrative issues
- Making changes to increase efficiency in the workplace
- Generating annual workflow finances
- Organizing the workplace so that the workflow is streamlined
- Guiding the organization's activities, Ensuring a company is operating securely and effectively
- Preparing and reviewing operational reports
- Assisting Finance Department in compiling annual budget information and reports and training administrative staff
- Monitoring and projecting staffing needs
- Overseeing department budget planning and development
- Developing strong relationships with cross-functional teams and departments
- Manage facilities vendors and maintenance throughout the office
- Act as liaison with property management regarding any building policies or necessary office improvements
- Assist in managing India facilities/events budget
- Manage the front desk and greet all guests
- Maintain an organized, neat, clean, and professional office
- Oversee food vendor relationships and ensure budget is kept
- Distribute incoming/outgoing packages and mail
- Assist with planning of company events, as needed
- Assist executive team with scheduling, as needed
- Help in the facilitation of travel, Visa processing and hotel booking (domestic and international)
- Liaison with vendors and suppliers (like banks, couriers, stationery, facilitators, and clearing agents)
- Identifying, negotiating & finalizing office space and setting up infrastructure and supervising daily upkeep of facilities by supervising the work carried out by outsourced agencies
- Executed 5 offices (Aprox 2.25 laksh SFT) interior works including CRITCAL LAB set up (got MD award)
- Oversee housekeeping, security, Maintenance, and infrastructure needs of the facility
- Define, and monitor the process for facility management, housekeeping, pro-active maintenance, etc.
- Managing office electricity, water & diesel consumption, and judicious usage
- Issuance of access cards, Monitoring CCTV & ISMS committee member
- Collaborate with building owners, and other related agencies on various operational needs and activities
- Locating, managing, and monitoring employee insurance / policies, equipment insurance (Fire Insurance) policies and building insurance policies (GPA/GMC/GTLI & Travel Insurance)
- Inventory management of administrative items such as housekeeping items, gifts, joining kits of the associates, etc.
- Manage the Client Visits, visitor hotel bookings, airport transfers, organize transport/commute options, food & beverages, and any other specific needs of the visitors during the visit
- Developing & Supervising, Coordinating Travel bookings, International & Domestic (Visa, Insurance, forex, Accommodation etc.)
- Maintaining relationships with air, hotel, and car vendors, while bench-marking discount programs against industry best practices and negotiating most favorable rates for overall discounts
- Verification of travel claims & MIS Reports
- Coordination & liaison with different departments and Team members & Department Heads
- Travel organization and Hotel booking for clients/Vendors
- Preparing travel statement, Cash vouchers, statement of expenses, etc.
- Identify right, efficient, and cost-effective vendors for various organizational needs, collaborate with them for procurement, purchase orders, payments, etc.
- Negotiating contracts and agreement with vendors
- Manage the vendors and corresponding contracts, perform regular service review meetings and (KPI) reporting as well as day to day service updates
- Manage the financial aspects of the managed services including annual budgeting, invoice checking and signoff, analyses the financial impact of service changes, tracking actuals against budget etc.
- Monitoring vendors to ensure these policies are being followed
- Track and report key functional metrics to reduce expenses and improve effectiveness
- Approve the ordering of necessary goods and services
- Tracking on GRN & Gate Passes
- Handling the petty cash in coordination & coordinating with finance for bill processing
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(2000-08 - 2002-09)
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(1996-12 - 1999-01)
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