Job Description

Job Title
Executive - PRE & Admin
Function
Procurement, Real Estate & Administration
Reporting to
Regional Head - Procurement, Real Estate & Administration / Regional Business Head
1. Purpose
Support materials, services, real estate and fleet procurement in the region and ensure their availability within the agreed costs and timelines and also support in end-to-end administration activities.
2. Key Responsibilities
Responsibilities
Responsible for procurement of all materials, services, real estate and fleet in the region as per the defined processes and controls
Responsible for the administration of empanelment of regional vendors for procurement of various materials and services for the company
Support in identification and empanel regional fleet vendors in consultation with the operations teams and regional fleet management teams; Conduct all commercial negotiations with such fleet vendors and ensure adherence to the pre-decided vehicle hire rates (as per the signed contracts)
Responsible for supporting all real estate procurement in the region including
Working closely with the regional operations teams for potential locations and size of the facilities required
Support in Identification of properties in the potential locations as per the specifications (location, size etc)
Conducting the necessary due diligence on the shortlisted properties to minimize potential risks in future
Supporting in negotiation of lease rentals with the landlords as per the budgets provided by regional teams
Signing lease agreements with the landlords
Renew and renegotiate rentals with the landlords before expiry of the lease period
Liaise with the landlords on all aspects relating to the properties including payments, lease renewals, rent re-negotiations, property modifications / fit outs, occupancy issues etc
Identify and work with various vendors for all internal civil works, renovations, remodeling and facilities improvement
Prepare a comprehensive database for all vendors / contractors / fleet vendors / real estate landlords (name of party, products/services supplied, VAT, CST, PAN no., price/quality/delivery, payment terms and conditions etc.) in the region and keep it updated on an ongoing basis
Responsible for the procurement for all assets required in the regions including machinery, electrical equipments, office implements like office furniture, IT equipments like laptops, printers, scanners, etc.
Validate all procurement indents and purchase orders raised in the region and seek approval of Head - Procurement & Real Estate on the same
Maintain an inventory of all spares for IT systems and frequently used items in the respective region
Support corporate teams in commercial negotiations with short-listed vendors for major/critical procurements to ensure best possible terms of procurement for the organization
Continuously monitor vendor performance and ensure the conduct of periodic vendor audits
Implement and ensure adherence to all policies and guidelines with respect to various Administration related activities like Facilities Management, Work Place Management, Housekeeping, etc. in the region
Ensure maintenance of all Blue Dart locations and facilities in the region with respect to repairs, maintenance, etc.; Supervise any modifications or additions to the facilities
Ensure effective conduct of all operations such as facilities management, housekeeping, pantry operations, etc. in all regional facilities
Implement all guidelines with respect to maintenance and installation of electrical systems and the conduct of periodic HVAC maintenance for effective functioning of operations
Responsible for maintenance of all utilities such as electric power, air conditioning, power and water supply, lifts, etc. for all Blue Dart facilities located in the region
Undertake preventive and breakdown maintenance of electrical and power supply equipment at facilities
Ensure uninterrupted telecommunication and data communications at all locations in the region
Ensure proper functioning of all office equipment like telephone instruments, photocopiers, fax machines, etc. in the region
Liaison with regional government bodies like municipal corporations for obtaining and renewing various licenses like shops & establishment, glow sign licenses, registration & stamping of weighing scale, etc.
Manage and coordinate administrative activities for the region including travel desk, car hiring (pick up-drop/visitors), establishment bills, purchase and distribution of seasonal gifts, etc.
Support in the identification and empanelment of service providers/ vendors for provision of soft services (i.e. housekeeping, pantry/ canteen/ food services) and hard services (i.e. HVAC Maintenance, etc.)

Skills Required