Specialist I

The Company Overview

Aon plc (NYSE: AON) is a leading global professional services firm providing a broad range of risk, retirement and health solutions.

Our 50,000 colleagues in 120 countries empower results for clients by using proprietary data and analytics to deliver insights that reduce volatility and improve performance.

Aon India Insurance Brokers Private Limited, (formerly Anviti Insurance Brokers Private Limited), licensed since 2017, is a composite insurance broker delivering insurance and reinsurance broking services to corporate clients in India.

Aon India has over 480+ colleagues across nine locations in India.

Website:

Job Dimensions (role and responsibilities):

In this role, the role holder will be responsible to ensure that all employee and customer facing needs like housekeeping, concierge, help desk, security, front-office, asset management, material movements, car leasing and related administrative operations are carried out to the happiness of internal customers of AIIB. This role also provides procurement support to the Chief Manager Procurement in terms of vendor management and ensures compliance to the defined processes of Services function together with SLA adherence. This role reports into the Head – Facilities & Administration.

Responsibilities

Facility Management:

• Take ownership of Facility Management aspects which includes facility upkeep & maintenance.
• Coordinate with the builders, service providers and vendors in day-to-day facility maintenance, focusing on Mumbai location and other locations as assigned.
• Maintain the asset tracker, keep it up to date and ensure that these assets are covered under insurance. Support the Reporting Manager in asset reconciliation and physical asset verification audits in coordination with Finance.
• Managing repairs, maintenance & replacement of office / equipment’s, appliances, furniture, furnishings and building etc.
• Managing the repairs and maintenance of critical equipment’s like UPS system, Air Conditioner, Access Control Systems, EPABX and the like by covering them under Annual Maintenance Contracts (AMC) and monitoring the vendors service deliverables as per agreed SLA with them.
• Overseeing and allocating work to contract staffs and monitoring their deliverables.
• Facilitation during internal office events and meeting arrangements. This also includes coordination during client / business related events.
• Coordination with Communication service providers such as ISP, fixed line, mobile phones, dongles and the like so that there are no service disruptions.
• Monitoring the stock of consumables and ensure that they are managed well without any service disruption.
• Employee car leasing as per policy.

Procurement & Vendor Management support:

• Vendor onboarding and vendor database creation and maintenance of procurement records.
• Support the Chief Manager Procurement in vendor management like getting quotes, vendor coordination / negotiation, preparing cost comparison etc.
• Verify the approvals as per DoA before the Purchase Requisition (PR) is raised.
• Follow up on the delivery of goods and services as per PO released / contracts executed.
• Support the Chief Manager Procurement to maintain 100% vendor registration form compliance and ensure all the PR’s, PO’s and the database of Procurement records are maintained.
• Ensure to track the renewal of manpower contract / AMC / Vendor contracts / Blanket (Open) POs for the various procurement and services.
• Ensure to co-ordinate with various vendors for the timely submission of the invoices, verify the same against PO/Contracts, get the required internal approvals as per process and submit the same to Finance.
• Maintain the PO tracker, Invoice Tracker, Payment Tracker and the like for the Facility, Admin and Procurement function so that there is proper track of all these and on time deliverables and payments to vendors are ensured.
• Compliance w.r.t the documents and invoice processing for the MSME registered vendors.
• Accounting knowledge on verification and processing of invoices with an understanding of tax calculations in invoices
• Responsible for the management of hospitality related services like. • Pantry services to employees.
• Arrangements during Customer visits.
• Reception, Copier and document centre services, mail room etc.
• Verification of stock of consumables like stationery, housekeeping materials, electrical consumables, rest room consumables, covid safety items and the like.
• Courier, pest control, housekeeping etc.
• Monitor the various register/records maintained by the Security/Front Office and contract staffs such as in-ward and out-ward material registers, consumables register, displays at the reception notice boards, maintenance of different files and documents.
• Sound knowledge of fire and safety related aspects like fire extinguishers, fire escape route plans, fire drill protocols, emergency contacts etc.
• Support the Reporting Manager on all audits pertaining to ISO audits, Information Security policy and protocols implementation, Internal Audits and the like. The role holder shall ensure that all the required documents / records like asset inventory, access control records, CCTV monitoring records and all records pertaining to the function as assigned by the Reporting Manager are maintained in order.
• Maintain accurate records/documentation of all facility related contracts like Facility Lease Agreements, Contract Staff Agreements, AMC’s, Rate Contracts and the like.
• Coordinate and ensure smooth implementation of Admin policies and procedures.
• Support the Chief Manager Procurement and the Reporting Manager on Audits.

Coordination with HR

• Issuance and maintenance of records of ID/Access cards for new joiners and visitors. This also includes collecting back the ID cards of the exit employees and disabling the same.
• Ensure the joining kits like Laptops, Bag, Dairy, access to OLA/UBER is taken care.
• Understanding employee queries and providing appropriate information/support.

Skills and Attitude

• Niche knowledge – Facility Management, Facility Audits, Hospitality services, Vendor Management.
• Strong interpersonal skills
• Experience in working in growing organizations and good stakeholder management skills
• Need to have effective communication skills (both verbal and written) and a proactive approach towards resolving the assigned tasks with minimum supervision.