Job Description

Experienced Administrative Assistant
Company: Boeing India Private Limited
Job ID: 00000436012
Date Posted: 2024-08-14
Location: IND - Bangalore, India
Qualifications:
Boeing is the worlds largest aerospace company and a leading provider of commercial airplanes, defense, space, and security systems, and global services. Building on a legacy of over a century of innovation and leadership, Boeing continues to lead the way in technology and innovation, customer delivery, and investment in its people and future growth of aerospace.
In India, Boeing has been a strong partner to the Indian aerospace and defense sectors for more than 80 years. People at Boeing have been supporting mission readiness and modernization of Indias defense forces, and enabling connected, safer, and smarter flying experiences, in the sky, in the seas, and in space.
Technology for today and tomorrow
The Boeing India Engineering & Technology Center (BIETC) in India is leveraging a diverse talented pool of 5,500+ engineers, technologists, and innovators to drive growth and innovation in the global aerospace sector These engineers deliver cutting-edge R&D, innovation, and high-quality engineering work in global markets in traditional and emerging areas, and leverage new-age technologies such as AI/ML, IIoT, Cloud, Model-Based Engineering, and Additive Manufacturing, to enhance quality, safety, and productivity for airline customers, shaping the future of aerospace in India for India, and the world.
People-driven culture
At Boeing, we believe creativity and innovation thrives when every employee is trusted, empowered, and has the flexibility to choose, grow, learn, and explore. We offer variable arrangements depending upon business and customer needs, and professional pursuits that offer greater flexibility in the way our people work. We also believe that collaboration, frequent team engagements, and face-to-face meetings bring diverse perspectives and thoughts - enabling every voice to be heard and every perspective to be respected. No matter where or how our teammates work, we are committed to positively shaping peoples careers and being thoughtful about employee wellbeing.
At Boeing, we are inclusive, diverse, and transformative.
With us, you can create and contribute to what matters most in your career, community, country, and world. Join us in powering the progress of global aerospace.
Position Overview:
Boeing Global Enterprise Services (BGES) team is currently looking for an Experienced Admin Assistant to join their team in Bangalore, India.
The position will report to the Business Support Manager (BSM) for Bangalore Towers.
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.
Position Responsibilities:
Acts as focal for receipt and delivery of faxes and emails including express packages and publications.
Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media.
Takes proper facilities round every morning & take appropriate corrective & preventive actions as required.
Briefing outsourced manpower like Housekeeping & Security as & when required.
Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report out to BSS; coordinate with supplier for breakdown.
Shows sensitivity to the culture and customs of local and foreign visitors
Monitor all the various registers kept at the front desk & rear entrance.
Coordinate with Businesses and Functions to fulfil the needs.
Issue necessary work permits to suppliers as & when required & filing the same
Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly
Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping
Daily supervision of security guards, housekeeping and office boys
To monitor and verify the movement of materials and equipment in and out of the office
Provides general administrative support to all employees and visitors
Supports the BIES team during any event as & when directed
Supports the HR team during mass recruitment drive/hiring drive and Distribution of goodies
MIS - Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as needed
Update & Circulate the desk phones extension list on a bi-monthly basis
Manage Meeting room booking requests by end users
Handling the complete Procure to Pay (P2P) process on the BIBS portal
Responsible for inward and outward couriers
Maintain all relevant compliance documents for manpower services suppliers like EFS & G4S
Clear employee LER/ TER with 100% receipts custody
Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time
Maintaining & reconciling the Distribution List (DL) for respective towers periodically
Supports BSS/AA in the physical verification of assets
Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills
Mobile phone inventory and mobile phone distribution activity
Sim Inventory and Sim distribution activity
Car Lease services and data management
Data analysis on services
Actively engage with all Service providers to ensure service delivery as per agreed contractual terms and conditions
Able to measure the vendor performance through SLA/KPI score card and process audits.
Ability to analyze the data and make the decision based on the data (Data-driven approach).
Collaborate with the service provider to innovate and identify new programs that can be implemented for better employee experience
Ability to collaborate with various business for the special events and daily operations.
Work with various functional partners like indirect supply chain, finance, EHS etc for the smooth operation.
Validate invoices for the respective services against the agreed contract terms.
Responsible for ensuring safety & security at the workplace and implementing EHS policies
Responsible for representing BIES in various audits like Quality/ISO/BCP etc.,
Manage operations with a special focus on driving value through service delivery improvements, cost-saving initiatives, customer satisfaction, sustainable consumerism etc.
Should be familiar with the compliance requirements for food/facility operations.
Sharing inputs on annual budget allocation & tracking planned vs actual spent.
Ability to ideate, develop, lead operational excellence
Maintains the operation-related records and documents including (not limited to) compliance.
Develop & manage the annual operating plan on time and budget
To calculate and compare costs for required goods or services to achieve maximum value for money
To develop and lead plans with other BGES site focals for ensuring that the site uses resources in an efficient and sustainable manner including energy and water.
To develop and present various reports including Food Services - FSMS - Daily, Enterprise Space Management System (ESMS) - Monthly, Office Safety Checklist (OSC)- monthly, Dialogic reconciliation - monthly, Call tree - monthly, ERT list - monthly, Inventory - Stationary/HK/Pantry/M&E etc. -weekly, Monthly Metro pass issuance, Parking stickers, Extension List of employees, Gate Pass, Work Permit(s), Contractual manpower attendance - demand vs supply, Mobile Phone inventory and distribution, Sim inventory and distribution, Car lease data base, Data reconciliations.
Employer will not sponsor applicants for employment visa status.
Basic Qualifications (Required Skills/Experience):
Bachelors degree or higher is required as a BASIC QUALIFICATION
A minimum of 11 -15 years of experience in management of administration operations in diverse environments
Experience in managing statutory compliance.
Preferred Qualifications (Desired Skills/Experience):
Qualification in business management (e.g MBA) will be an added advantage.
Typical Education & Experience:
Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 11 or more years\' related work experience or an equivalent combination of education and experience (e.g. Master+ 11years\' related work experience.
Relocation:
This position does offer relocation within INDIA.
Boeing is the world's largest aerospace company and leading manufacturer of commercial airplanes and defense, space and security systems. We are engineers and technicians. Skilled scientists and thinkers. Bold innovators and dreamers. Join us, and you can build something better for yourself, for our customers and for the world.
Relocation: Relocation is available for eligible candidates, if authorized
Export Control Requirement: Not an export control position
Safety Sensitive: This is not a safety sensitive position
Contingent Upon Award Program This position is not contingent upon program award
Experience Level: Individual Contributor - C
Job Type: Regular
Job Code: UAMXIC (UB4)