Associate Administrative Assistant (Administrative Assist-General)

Boeing

IND - Bangalore, India5-10 years

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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: