SHABAZIA HASSAN

General administration and facilities management

· Conceptualizing and implementing procedures/ systems across designated area of operations for office administration & operations to ensure safe & smooth and uninterrupted work environment.

· Managing overall administration by looking after the Housekeeping/Physical security operations, Space management

· Vendor management/ Cafeteria Management / front office management

· Handling complete: Facilities and infrastructure set up including repair & maintenance (General repairs, monitoring of Access, CCTV, & PA systems), Covid19 pandemic support arrangements

· Monitoring activities through CCTV coverage and Access control systems of important areas, restricted area transaction logs, documents and registers maintained in concurrence with ISO audit standards.

· Conducting periodic Safety & Security AUDIT & fill the gap of any observation.

· Conduction fire evacuation mock drills across the delivery centres

· Overseeing the quarterly budgets for operational and capital expenses of the facilities, checking for new and expired vendor AMCs, raise requests along with co-ordinating with supply vendors to procure the same on release of the respective purchase orders.

· Printing and stationary management

· AV equipments management

· Executive Assistance: Have provided comprehensive executive support by managing MD’s calendars, scheduling meetings, handling confidential correspondence, and preparing reports.

· Employee Engagement – new joiner admin induction / other employee engagement activities such as helpdesk

· Preparing MIS Reports, Space Allocation, logistic arrangement for new recruits, Employee engagement activities, Event arrangement. Inventory / stock management.

· Maximized performance by monitoring daily activities and mentoring team members.

· Cross-trained existing employees to maximize team agility and performance.

· Accomplished multiple tasks within established timeframes.

· Improved safety procedures to create safe working conditions for workers.

· Controlled costs to keep business operating within budget and increase profits.

· Accounted for building usage and organizational needs when planning maintenance activities.

· Created management reports outlining important facility statistics.

Telecom Management: managed telecom connections (PRI/ ILL/ CUG) by coordinating installations, and optimizing cost efficiency

Office Setup and Relocation: Have successfully overseen office setup projects from inception to completion, ensuring a seamless transition during relocations or expansion

Business Travel and Employee Reimbursements: Handled all aspects of business travel arrangements including booking flights, accommodations, and managing expense reimbursement processes.

SOP Drafting and Policies Updation:

· Experienced in creating SOPs and policy updates to maintain compliance with company standards.

· Expense MIS – on monthly basis - Budget preparation and monitoring

· Vendor invoice management- Invoice administration, verification, submission, and payment tracking

CSR – (Corporate social responsibility)-

· PMO of the company CSR projects of distribution of green boards and school bag kit for the year 2021 and 2022

Highlights

· Handled Office relocation in 2017/2018/ 2019/ 2022 and handled end to end office setup

· Successfully completed the yearly fire evacuation drill across all locations.

· Have successfully created the CSR policy/ SOP for Customs clearances/ Security handbook / travel handbook

· Have successfully handled the covid tests for employees and vaccination drive organizational wide.

• Arrangements for Hotel & Car bookings for guests and employees
• Monitoring and control -security /facility management/ Front office - Monitoring the housekeeping & ensuring cleanliness
• Space Allocation, Client visit management
• General repairs, monitoring of Access, CCTV, & PA systems
• Preparation and tracking of Budget
• Compliance management – Internal and external audits
• Petty cash management
• Preparing MIS Reports for mobile bills, Accommodation & Transport
• Maintaining and fixing up AMC
• Preparing business correspondence (often using word processing, spreadsheet), courier management, Arrangement of Transport & accommodation of the Employees and Guests
• Responsible for event management/Printing and stationary management
• Communicate with internal and external parties on matters related to administration/office management activities
• Assist the HR Department in admin tasks like logistic arrangement for new recruits and provide joining essentials & Seating arrangements for new joiners
• Liaising with any other department
• Was the Member of ERT & Women's Forum at the Hexaware office
• Employee safety – arrangement of fire evacuation drills.

• Vendor management, housekeeping facilities management, cab management, Amc renewal etc

• Pooling of resumes through various Sources
• Convince & Schedule a pool of candidates to attend the drive
• Conducting preliminary interviews & Group Discussions to ascertain the competencies, skills and aspiration of Candidates
• Taking Preliminary interviews on phone and scheduling face-to-face interview for them, Short-listing the candidates as per the client requirement, Send the list of shortlisted Resumes to the HR for their final observation
• Mass Mailing and Mass SMS, Schedule an interview with the client
• Feedback about the candidate from the Client
• Maintaining a cordial relationship with the candidate as well with the client
• Maintaining the database of the candidate for future requirements
• Also working towards Staff augmentation to outsource the candidates, mailing the company profile to the clients for the purpose of business development