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.)