Associate Administrative Assistant (Administrative Assist-General)

Associate Administrative Assistant (Administrative Assist-General)

Company:

Boeing India Private Limited

Overview

As a leading global aerospace company, Boeing develops, manufactures and services commercial airplanes, defense products and space systems for customers in more than 150 countries. As a top U.S. exporter, the company leverages the talents of a global supplier base to advance economic opportunity, sustainability and community impact. Boeing’s team is committed to innovating for the future, leading with sustainability, and cultivating a culture based on the company’s core values of safety, quality and integrity.

Technology for today and tomorrow

The Boeing India Engineering & Technology Center (BIETC) is a 5500+ engineering workforce that contributes to global aerospace growth. Our engineers deliver cutting-edge R&D, innovation, and high-quality engineering work in global markets, and leverage new-age technologies such as AI/ML, IIoT, Cloud, Model-Based Engineering, and Additive Manufacturing, shaping the future of aerospace.

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 together different 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 people’s careers and being thoughtful about employee wellbeing.

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-Global Workplace strategy and Operations) team is currently looking for Associate Administrative Assistant to join their team in Bangalore, India.
•  The position will report to the Business Support Manager (BSM) and will receive day-to-day directions from this manager.  The candidate will work closely with local agencies and vendors to proactively support the business needs related to Boeing personnel because of emerging business needs.
•  This includes but is not limited to Boeing infrastructure (office facilities), employee services, safety and security (disaster planning and business continuity) within the assigned location, and payment process for vendors. The candidate should have a good command of the English language. Previous work experience with multinationals in similar environments is preferable.
• 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.

This role will be based out of Bengaluru, India.

Position Responsibilities:

The responsibilities for this position include, but are not limited to the following:

• Responsible for managing Workplace services through various 3rd party service providers.
• Strong knowledge of Facilities Management operations and Event Management.
• Maintaining excellent relationships with various Business stakeholders and Service Providers.
• Actively engage with Business units to fulfil business requirements.
• Ability to analyze the data and make the decision based on the data (Data-driven approach).
• Ability to collaborate with other functions like Global Real Estate/Finance/HR/Security etc. as & when required to deliver the assigned scope of work.
• Responsible for ensuring safety & security at the workplace and implementing EHS policies.
• Monitor emergency response procedures such as dialogic/call tree/ERT members.
• Should be familiar with the compliance requirements for building/facility operations.
• Sharing inputs on annual budget allocation & tracking planned vs actual spent
• Ability to ideate, develop, lead and execute operational excellence projects.
• Maintains the operation-related records and documents including (not limited to) Building compliance.
• 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.
• Take proper facilities round every morning & take appropriate corrective & preventive actions as required.
• Briefing outsourced manpower like Housekeeping & Security as & when required.
• Inspects & updates the Food Services Management sheet daily including weekly menu display & coordinating with supplier
• Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report 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 housekeeping and cafeteria
• 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 BGES (Global Workplace strategy and Operations) 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 portal
• Responsible for inward and outward couriers
• Maintain all relevant compliance documents for manpower services suppliers
• Maintaining & reconciling the Distribution List (DL) for respective towers periodically
• Supports BSS 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

Sample Reports

• 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 s
• 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

Basic Qualifications (Required Skills/Experience):

• Bachelor’s degree is required
• At least 5-10 years of relevant experience working in an IFM/Administrative environment.
• Able to collaborate with internal team members as well as external stakeholders.
• Experience in Facilities Management / Workplace services is strongly required.
• Effective Communicator with good verbal and written communication skills
• Knowledge of advanced Microsoft Office tools (Word, Excel, PowerPoint, etc.) and Power BI.
• Quick learner & has an eye for detail.

Preferred Qualifications:

• Qualification in hospitality/administration/engineering/finance/operations or equivalent is preferred.

Typical Education & Experience:

• Bachelor’s degree or higher in hospitality/administration/engineering/finance/operations or a related field with 5+ years of experience.

Language Requirements:

Not Applicable

Education:

Bachelor's Degree or Equivalent

Relocation:

Relocation assistance is not a negotiable benefit for this position.

Security Clearance:

This position does not require a Security Clearance.

Visa Sponsorship:

Employer will not sponsor applicants for employment visa status.

Contingent Upon Award Program

This position is not contingent upon program award

Shift:

Not a Shift Worker (India)