Uma Devi
Admin & Facilities - Manager
Bangalore,Karnataka
Summary
Goal-oriented facility maintenance trained professional with exceptional leadership, problem-solving, and multitasking skills. A senior administrator and facility manager with 17 years of expertise reducing costs. Organized and dependable candidate who succeeds at managing several priorities while maintaining a positive attitude. Willingness to accept additional responsibilities in order to attain team goals.
Overview
17
17
years of professional experience
6
6
Language
Work History
Admin & Facilities - Manager
EagleView
4 2022 - 03.2024
- Established workflow and footfall processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Evaluated facility operations and personnel for safety and compliance with health regulations.
- Directed tenant improvements to meet contractual demands and update building areas
- Account for building usage and organizational needs when planning maintenance activities
- Performed start-up functions on systems based on project plans, specifications, and contract documents
- Oversaw all aspects of equipment installation, maintenance, and repair for both internal and external services
- Led facility management staff and consultants in producing business plans that focused on facility operations
- Manage parking and transportation systems by monitoring parking areas and transport services to promote easy accessibility for occupants
- Managed security and access control by overseeing surveillance camera, alarms, and card access systems for facility safety and security
- Tracked and documented operational and financial records to perform analysis of performance and costs
- Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels
- Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants
- Maintained inventory and ordered supplies to keep facility resources readily available
- Created sustainable improvement initiatives for efficient use of energy
- Event Management, organizing meetings and conferences, making travel arrangements, and making hotel reservations for guests & foreign delegates
- Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions
- Acting as info-hub for providing administration-related information and supervising administrative activities like general administration, verification of stationery stock, courier, pest control, housekeeping, cafeteria, etc
- Ensure safe, collaborative, and productive environment for all employees
- Organized regular safety drills
- Managed compliance to keep organization operating within legal and regulatory guidelines
- Negotiated & finalized service agreements with reliable contractors for execution of servicing works as per budgeted parameters
- Overseeing administrative functions like Leadership visit transport, housekeeping, maintenance & up-keep of establishment
- Ensured effective rendering of services like Housekeeping, Security, Cafeteria, Transport, Office Equipment, etc
- Identified cost-effective & reliable vendors and suppliers for purchase of requisite materials
- Controlling all maintenance and facilities spending in line with budgeted levels
- Managed new employee orientation, onboarding, and offboarding processes
- Managed parking and transportation systems by monitoring parking areas and transport services to promote easy accessibility for occupants.
- Responded to building emergencies and oversaw repairs.
- Developed and implemented policies and procedures to ensure efficient operations of transportation department.
- Supervised th team of drivers, dispatchers, and customer service representative
- Maintained records of vehicle maintenance schedules to ensure proper upkeep of fleet vehicles.
- Reported maintenance and repair needs for transportation vehicles and equipment.
- Assisted in developing business continuity plans for high-risk scenarios or emergency situations.
- Maintained records of payments, vendor pricing, energy usage, and activity reports.
- Reduced transportation costs through careful analysis of carrier contracts and negotiation of favorable terms.
- Fostered culture of safety within organization by conducting regular training sessions on safe driving practices and workplace hazard
Manager Administration
Enstoa India Pvt. Ltd.
02.2017 - 07.2019
- Played key role for setting up India office, including identifying location, building, vendors, etc
- Taking feedback from department heads about confirmation of employees, handing out appraisal letters and communicating changes in levels/compensation to Finance Department
- Developed & implemented staff welfare policies and managed activities such as travel insurance, etc
- Ensured prompt resolution of employee grievances to maintain cordial management-employee relations
- I arranged relocation projects from all over world, which included arrangement for their home and family
- Regulated work permits, visas, visitor visa documentation, company vehicles, and any country-specific documents for district office international service employees and their families
- Vendor Payment processing by QuickBooks accounting software
- Employee Reimbursement Processing
- I oversaw corporate events designed to connect and support employees at work and outside of work
- Controlled expenses to meet budget requirements
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel
- Updated reports, managed accounts, and generated reports for company database
- Coordinated customer, vendor, and stakeholder relations for smooth communication flows
- Facilitated onboarding of new hires by verifying documentation, entering data into HR systems and coordinating with other departments.
- Coordinated with human resources department to handle payroll and personnel databases.
- Coordinated with various internal stakeholders such as finance teams, IT teams for successful completion of assigned tasks.
- Researched potential vendors to identify cost-saving opportunities related to office supplies or services.
- Compiled data from various sources to create statistical summaries related to visa processing activities.
- Supported visa processing operations by verifying applicant information and documents.
Office Manager
Caterpillar India Pvt. Ltd.
05.2007 - 01.2017
- Managed administration for Industrial Power Systems Division (IPSD) Bangalore Office / Hosur Factory
- I worked as single point of contact for business unit in India for all administrative functions
- Managed office operations while scheduling appointments for department managers
- Make travel and accommodation arrangements
- Coordinated board and committee meetings, schedules, information preparation and distribution.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Ensured effective rendering of services like Housekeeping, Security, Cafeteria, Transport, Office Equipment, etc
- Identified cost-effective & reliable vendors and suppliers for the purchase of required materials and services
- Developed vendors and managed contracts for obtaining timely procurement of materials at favorable terms
- Organized and coordinated conferences, panels, offsite team meetings, corporate events, luncheons, interviews, and internal and external meetings
- Book flights,hotels, orcar rentals for employees who are traveling
- Worked with suppliers and service providers, experienced with the Request and Purchase Order process
- Played key role in establishing new office for business unit and lead Look and Feel Project
- Specialized in handling office administration, inter-office correspondence, confidential emails, quotations, monthly billing, etc
- Event Management, organizing meetings, conferences, making travel arrangements, and hotel reservations for guests & foreign delegates
- Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions
- Managed events and arranged visits of top management to India (Ex CEO, CFO)
- Negotiated with transporters, service providers, agents, etc
- Rendered international service employee relocation support within business unit
- Supported HR and department leadership team during recruitment process by actively participating in orientation and onboarding processes
- Regulated work permits, visas, visitor visa documentation, company vehicles, and any country-specific documents for district office international service employees and their families
- End-to-end managements of international assignments, including managing external vendors providing services like relocation, immigration, tax service and core expatriate data for long term and short-term assignments, business travelers, local and permanent international moves
- Helped in expense claim & tracking expenses related to travel, planning calendar scheduling for Senior Management Executives
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving
- Coordinated special projects and managed schedules
- Developed and maintained successful relationships with vendors, suppliers, and contractors
- Improved safety procedures to promote employee well-being and safety and protect the company from potential liability
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions
- Built excellent employee experience through culture of service and execution of employee assistance programs
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving
- Updated reports, managed accounts, and generated reports for company database
- Developed and maintained successful relationships with vendors, suppliers, and contractors.
- Kept front office clean and well-organized to keep areas presentable for guests and maximize professional appeal.
- Coordinated office activities and operations to secure efficiency and compliance with company policies.
- Monitored driver performance and compliance with safety regulations.
- Analyzed current routing systems and identified areas for improvement in delivery methods, times, and routes.
- Established relationships with vendors in order to obtain competitive pricing for transportation services.
- Kept transportation operations in compliance with company, legal and safety requirements.
- Negotiated with transporters, service providers, agents, etc. to achieve seamless and cost-effective movement of consignment for timely delivery
Executive Secretary
Hindustan Latex Limited
01.2004 - 02.2007
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity
- Interacted with vendors, contractors, and professional services personnel to receive orders, direct activities, and communicate instructions
- Handled scheduling for executive's calendar and prepared meeting agenda and materials
- Organized and updated schedules for executives
- Maintained strict confidentiality in all aspects of personal, financial, and corporate information.
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Coordinated travel arrangements and bookings for executive staff
- Assisted in preparation of financial reports, budgeting and forecasting for executive office
- Documented and distributed meeting notes to identify, analyze, and improve workflows
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
- I worked with senior management to initiate new projects and assist in various processes
- Managed mail and both incoming and outgoing correspondence, mail, email, and faxes
- Led staff and vendors in providing a high level of service for owner and guests
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president, and executive vice president
- Greeted arriving visitors, determined nature and purpose of visit, and directed individuals to appropriate destinations
- Promoted team productivity by keeping supplies organized and well-stocked
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
- Updated and maintained confidential databases and records
- Volunteered to help with special projects of varying degrees of complexity
- Filed paperwork and organized computer-based information
- Coordinated events and worked on ad hoc projects
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Authored business documents to organize and emphasize information quickly and effectively.
- Coordinated successful meetings and events by meticulously planning agendas, logistics, and materials.
Education
Interior Design -
Idea Interior Design Academy
Bangalore - Bangalore, Karnataka 01.2000 - 01.2001
Bachelor of Arts - History and Sociology
Karnataka State Open University
Mysore - Bangalore, Karnataka 01.2003 - 11.2005
Skills
Leadership and Supervision
Cost-reduction methods
Policies and procedures
Budgeting and financial management
Innovation and Creativity
Space Planning
Negotiation
Contract Management
Problem-solving aptitude
Transportation management
Building Maintenance
Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Manager Administration
Enstoa India Pvt. Ltd.
02.2017 - 07.2019
Office Manager
Caterpillar India Pvt. Ltd.
05.2007 - 01.2017
Executive Secretary
Hindustan Latex Limited
01.2004 - 02.2007
Bachelor of Arts - History and Sociology
Karnataka State Open University
01.2003 - 11.2005
Interior Design -
Idea Interior Design Academy
01.2000 - 01.2001
Admin & Facilities - Manager
EagleView
4 2022 - 03.2024
Accomplishments
Career Achievement
- Getting the Spotted Eagle Award within two months of joining the organization.
- Organized and effectively negotiated savings or cost reductions with vendors.
- I developed, evaluated and enhanced administrative systems, policies, and procedures.
- Optimized employee transportation, leading to cost savings
- Established the Enstoa India office in Bangalore.
- Employee Meal Coupon Benefit has been introduced.
- Health and travel insurance for employees were introduced.
- Introduced Gift Vouchers as an Employee Benefit
Skype Id
+91 99016445500 or Uma Devi