Who is BGRS?

BGRS develops and implements comprehensive talent mobility solutions for corporate and government clients worldwide. With deep industry experience and unparalleled insights on the future of talent mobility, we enable our clients to craft mobility programs that will empower them to attract, retain and develop top performers.

Role Overview
 

This role will be responsible to assist the Manager, Procurement & Facilities for the region in delivering all the functional responsibilities. The role is expected to manage all administrative work related to facilities management, sourcing, vendor management, stakeholder management, office stationaries and transport. Managing the procurement tool and the process, following up with vendors, coordinating for RFIs, RFPs, Vendor due diligence and on boarding.

What You'll Be Doing
 

Office Administration

• Attend to day to day requirements of the office ensuring that all key services are operational without any service breaks including but not limited to reception services, stationary and pantry orders, mail/courier, employee engagement programs and housekeeping services.
• Responsible for issuing access cards for new joiners and / or visitors and ensuring the upkeep of access control system.
• Attend to any maintenance needs arising on a day to day basis.
• Ensure compliance to all local statutory and regulatory requirements of the region.
• Ensure that material movement is being tracked and all registers are kept up to date.
• Maintain the warehouse (storage facility) and ensure the physical assets are in line with FAR.
• Represent and / or liaise on behalf of the company, when required, during all audit process including but not limited to the yearly financial audit, impromptu audit by any regulatory or statutory bodies.
• Coordinate with the local police authorities as and when required
• Assist the manager for the BCP and Crisis management for the region.
• Track all insurances for renewal and payment.
• Preparing visa letter for visitors and handling visa related queries from respective departments
• Assist the manager with the travel logistics for people travelling from and into the region.
• Operational manage the transport services in a cost effective and secure manner.
• Liaise with vendors for all requirements coming up including but not limited to sourcing, price negotiation, contracting, contract renewal, escalations, due diligence and service review.
• Work with the transport vendor and the employees to ensure timely and safe transport is provided for the employees in the second shift.
• Responsible for the security arrangement for both the shifts, including the security arrangement for second shift female employees in office as well as in the office cab.
• Stakeholder management

Facilities Management

• The role is responsible to ensure the upkeep of the facility as well as of all the equipment other than the IT assets.
• Ensure the office is in compliance with the regional health & safety acts and / or norms.
• Operational management of space including but not limited to seating, parking and wellness and meeting rooms.
• Ensure periodic maintenance is done for HVAC, UPS, electric systems, furniture, plumbing systems, AHU and the pantry systems.
• Procure, store and allocate office stationary.
• Coordinate the supplies for the pantry as well as the midnight snacks offered.
• Manage the office store.

Procurement

• Track Purchase Requisitions (PR) through the PR database against actual procurement and ensure closure of the outstanding PRs in a timely manner.
• Assist the Manager in managing Procurement web pages by periodically adding/editing content and directing Company employees to these sites
• Help with bid preparation and selection process.
• Conduct research, analyze and monitor buying trends, supplier spend and invoices to identify and implement opportunities for cost savings/avoids and process improvements
• Assist the Manager in conducting quarterly reviews with primary suppliers and managing supplier relationships and assist in building effective partnerships

Other Responsibilities

• Responsible for all management report generation
• Other projects or duties, as assigned by supervisors

•   3 years of relevant work experience
•   Knowledge in relocation, residential real estate, residential mortgages, legal or finance is an asset
•   Professional, self-starter with the ability to assume additional responsibilities and work flexible hours as required
•   Good interpersonal and communication skills
•   Superior customer service skills and orientation
•   Collaborative style needed
•   Ability to maintain professionalism at all times under stressful situations
•   Strong organizational skills
•   Ability to plan and manage work under time constraints, without direct supervision
•   Bilingualism is an asset
•   Excellent verbal and written communication skills
•   Listening skills
•   Problem analysis and problem solving
•   Customer service orientation
•   Organizational skills
•   Attention to detail
•   Tech savvy
•   Judgment
•   Adaptability
•   Team work
•   Stress tolerance
•   Resilience