Manager - Administration Facilities with Large MNC Bank
Manager - Administration Facilities with Large MNC Bank
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Job Description
Roles and responsibilities:
1. Amex Bank Travel BTA reconciliation in coordination with designated travel desk :
- Travel BTA (Business travel account) invoice reconciliation as per regional process managing the BTA payment in a timely manner to avoid late payment fee verification of BCD monthly travel invoices and ensuring BTA payment is done on time to Amex for Bank.
- Monitor the Travel operations of BCD travel and participate in monthly Service review basis Service log tracker (SLA/KPI rating) and ensure issues/escalations have a closure.
2.Expatriate Support All India entities
- Manage the FRRO registrations for entities of the organisation Mumbai/Chennai/ Bangalore/SIPL. Ensure that the FRRO registration is completed within the timelines the visa renewals and resident permits are issued before the expiry exit formalities are completed before leaving the country and the update of change in the residence address as and when required or new arrivals in the family been registered.
- Other support on prearrival for expatriates: Obtaining quotes from hotels/service apartments as per the requirement for Temporary accommodation.
- Ensure that the vendor invoices such as pre joining hotel/Apartment bookings club invoices frro are checked and sent for processing and updated in the Vendor payment file.
- Club Memberships for expats and employees. Verifying invoices and necessary documentation/approvals obtained and send for processing and updated in Vendor Payment file.
- Checking of the hotel invoices of new joinees/expats stay of bankispl mumbai processing for payment and updation in VPF.
- Providing HR the expat payroll data on monthly basis as per the expat payroll data i.e Reporting is 10th June 2024 (i.e. cycle of 10th May 2024 to 10th June 2024).
- Data to be latest by 10th June 2024 first half.
- Obtaining No Due from hotels.
3.Corporate credit cards
- Amex Corporate cards pre approver on @work.
- ICCI corporate cards approver for new applications
4.Car booking
- Oversee to the car bookings when done for Senior Management and for senior delegation visit movement /event bookings.
5. Mobile Connections ( Vodafone Idea & Airtel)
- Process new corporate sim cards against group billing for employees holding corporate device only.
- Attend to the queries on service issues for employees.
- Activation of I roam services /transfers/permanent deactivation.
- Vodafone billing issues and payment follow up with employees.
- Group billing invoice processing.
6. Hotel Finalization and negotiations
- Participating in Global Hotel RFP process obtaining information regards to RFP requirement from hotels.
- Negotiating hotel rates for long stayers on casetocase basis.
- Identifying service apartment arrangements for long stayers.
7.Club Memberships
- Issuing and follow up for new club memberships.
- Providing data to HR as and when required.
- Processing the invoices for club membership new/ subscriptions.
- Transfer of Membership.
8.Invoicing process
- As a part of the authorized signatory approve in P DAP all bank invoices as per the grid.
9.Exit clearance:
- Provide exit clearance in Peoplemine for corporate credit card for Bank employees
- Provide exit clearance in Peoplemine for corporate mobile connections voice sims
10.Event Management
- Event management for senior management MICE movements as driven and collaborating with Brand & Communications.
- Obtaining quotes and negotiating .. liaising with the hotels spoc
- Processing all related tasks invoices in a timely manner and obtaining No Due certificate
11.Bank OPC Orus monthly controls sign off in portal basis risks mapped against key tasks managed.
Direct Responsibilities As above
Contributing Responsibilities To assist on overall Employee services gamut of activities within the defined scope framework policy and timelines.
Technical & Behavioral Competencies
- Good Microsoft outlook skills/ Excel/Power Point Presentation Analytical skills Corporate travel management and general administration skills
- Good Interpersonal and communication skills team player and proactive
Specific Qualifications: Graduate/Postgraduate / MBA preferably with Travel / IATA diploma and well versed with General Administration
Skills Referential
Behavioural Skills:
- Communication skills oral & written
- Ability to collaborate / Teamwork
- Creativity & Innovation / Problem solving
- Attention to detail / rigor
Transversal Skills:
- Analytical Ability
- Ability to manage a project
- Ability to develop and adapt a process
- Ability to develop and leverage networks
- Ability to conduct a negotiation
Education Level: Master Degree or equivalent (>4 years)
Experience Level: At least 7 years
Facility Management (FM),"Travel Management,"General Administration"
Employment Type
Full Time
