Deputy General Manager - Admin & Security

Purpose of the Role

The role is responsible to manage administration and security at the plant level including bus transport, route optimization, departmental cars, house-keeping, general administration, guest-house, travel and plant visit management, fire safety activities, general and material security and vigilance.

Job Responsibility

1. Contribution to planning
Administration management:
Mange the Bus transport, route optimization and departmental cars allocation for the employees
Manage housekeeping, canteen and general admin
Co-ordinate for the travel, hotels / guesthouse booking, plant visits
Security Management:
Maintain vigilance within and outside plant

2. Key actions and decisions (Long term and Short term)
Manage employee transportation including bus transport including vendor contracting and management
Work out the optimal routes after discussion with the team and prepare the policy document for transportation indicating dos and don'ts- timings, stops, routes. etc.
Monitor the SLAs by analysing the reports generated by the team (Parameters-usage, kilometres travelled etc.)). Perform a layered audit of Daily work Management board.(.Daily work management board- monthly, fortnightly and weekly activities). Monitor the deployment of buses, bus occupancy, rush etc. and continuously work on resource-route optimization.
Monitor behavioural training of the drivers on a monthly basis and monitor routine health of the buses and compliance to statutory norms
Manage pooled cars, maintain documentation and allocation of the same including vendor contracting and management
Undertake canteen administration and processes including vendor contracting and management; monitor grievances and drive speedy resolution of the same
Maintain neat & clean environment in the premises by maintaining Housekeeping & Scrap Management including adherence to process standards
Manage travel and accommodation including vendor management for hotels and guest houses
Assess and manage employee beneficial events & tie ups like Leisure Clubs, Holiday Homes, School Tie ups , House Rental tie Ups , Sports events etc.
Contribute to safety initiatives and support in providing safety trainings
Manage Dispatch Deck including Daily dispatches status, Postal Communication and Distribution of Postal/Couriers
Monitor maintaenance of flora and undertake horticultural activities in the plant premises.
Fire risk management by advising the management to take appropriate fire safety measures to achieve zero fire incidences.
Plan, develop, monitor and review a wide range of fire prevention and protection strategies to reduce the levels of risk from fire in the company.
Implement and maintain security processes in the organization to reduce risks, respond to incidents and limit exposure to liability in order to reduce financial loss to the organization.
Implement and manage comprehensive road safety and security education and awareness program for employees and security personnel and prepare incident written reports on all significant incidences happening in company premises.

3. Nature of problems faced/ Scope of improvement opportunities
Understand the pulse of the external environment (riots, awareness, local news etc.). Issue advisories to the employees and keep the management aware of the incidents in the external environment.
in order to ensure no interference in the smooth working of the plant
Check for and adhere to Cost & Budget Control including on time payment to vendors and undertake cost reduction initiatives
Resolve issues pertaining to bus and car transport, routes, canteen, general administration, canteen, dispatch, waste and scrap management, safety and security in collaboration with internal teams and administration service providers.

Stakeholder Profiles & Nature of Interactions

Internal:

Shops, Logistic & QA
Internal
Scrap generation quantum
Scrap Memo
Disposal of scrap as per Form-3 & E-waste memo
Customer Feedback
Response to customer

Contract Cell
Scrap movement contract finalization

Maintenance/Paint
Haz waste management

Safety/Environment
Transfer of E-waste/Haz Waste
Safety compliance

Finance
Budget, Provision
Invoice & payment

External:

Administration Service Provider and vendors
Comply to Service Level Agreement
Penalties
Performance
Payments

Desired Candidate Profile

• Graduate / Prost Graduate with 5-17 years of experience in the administration and security management domain from an industry with similar level of complexity.

Skills & Competencies

• Decision making & Conflict resolution
• Crisis management
• Administrative skills
• Compliance Management
• Stake holder management
• Collaboration