Facilities & Administration

AJITHA MATHEWS

Email: ********@*****.*** https://www.linkedin.com/in/ajithamathews/

Mob: +91-920*******

Facilities Management – Office Administration – Sourcing & Procurement – Logistics - Strategy

An accomplished Professional with ability to manage, coach and support large teams and task force in a disciplined and organized environment as well as mentoring & motivating to optimize the performance levels for continuous improvement

19+ years of comprehensive experience in Administrative, Facilities, Operations & Procurement functions

An effective Communicator, Keen Observer & Learner, Good presentation skills and ability to liaise and network internally across hierarchy and external stakeholders for smooth and efficient ways of working, other operational requirements

An Extrovert, Social and go-getter who loves to take on challenges with executing them efficiently

Developed & executed COVID-19 related guidelines, Executed directives & SOPs for overall employee health and safety at workplace

Central lease improvement plans, New Site identification and development till go-live, cost improvement / budgeting initiatives

Successful audit planning and execution for EIC, NABL, electrical, HSE, KPMG, E&Y, & OHASHAS, ISO 27001, and 14K, 9K certifications

BCP, DR, data safety owner and other quality analysis and strategic analysis for effective and efficient process

SLAs, KPIs, SOWs, BOQs, RFPs and similar process documents, company policies prepared and recommended

Liaison with government bodies and local admin for annual compliances & NOCs as per compliance requirements

Employee Engagement Initiatives, activities and events. Also Global Workplaces and Cultural SPOC at Le Passage

Procurement exposure –

Thorough screening of proposal and selection

Contracts, bids evaluation and approval, New Deal Contract vetting, SRM and Governance

Vendor Relationship – Domestic & Global, logistics, invoicing, Performance monitoring, SLA/SOW Vetting, Indirect Category Management, 3P Managed Services, Vendor negotiations, Contract Vetting

3P Support, managed Services RFPs, IT Asset Renewal / Management & Global Supplier Governance

PR, PO and expense management with systems such as PeopleSoft 8 & 9, SAP, EMS, Creatio & Ariba

Strengths –

Excellent temperament to multi-task and coordinate various activities under high pressure and time constraints.

Analytical abilities & creativity to build-up competitive advantage and contribute to the growth of the business.

Excellent Leadership & Mentoring Strategies for effective Team Output

Proven ability to meet corporate, individual and departmental service standards coupled with occupational health, safety and environmental responsibility standards

Multilingual with proficiency in English, Hindi & Malayalam (Native)

PROFESSIONAL EXPERIENCE

Apeejay Education Society Sr. Administration Officer Greater Noida, UP, India

Mar’2022 - Present

Heading Administration function at the Apeejay Institute of Technology, School of Architecture & Planning, includes infrastructural, Administrative, facilities, landscaping and developmental activities of the 30 acres campus with central facilities, hostel, international school and management building. Responsibilities – Managing and leading the facilities and related activities, soft services, technical, maintenance, physical security, CCTV, civil & infrastructural activities, events, mess & canteen, landscaping, compliance related – liaison & guideline, auditing, vendor management - Indirect, Civil & Manpower. Quality and strategic planning for effective operations

Le Passage to India P. Ltd. (A TUI Group Co.) Assistant General Manager – Administration Noida, UP, India

Oct’2018 – Feb’2022

LPTI is one of the Top DMC (Destination management Company) in India catering to In-bound, MICE & Luxury segments of Travel. It is a group concern of TUI Group, Spain.

Major achievements in the Organization:

Drove year-over-year business growth specific to Function, Established and administered annual budget with controls

Maximized efficiency by continuous improvement plans, coaching and mentoring personnel functional goals

Set and optimized internal policies to maintain efficiency and responsiveness to demands

Oversaw P&Ls to achieve functional budgets as defined, thereby saving YoY with actual spends

Managed employee reviews, training, schedules

Devised systems and procedures to improve operational quality and team efficiency viz.preventative maintenance plans, log book etc.

Renovation and refurbishment work across local offices including vendor dealings and RFPs and closure

Audit – Internal and External, quality and due diligence for new site identification, Co-work spaces or New lease execution

Directed successful operational turnaround; achieved a saving figure of INR 8 MN. In FY-20-21

DXC Technology Ltd. Professional – Procurement (Supply Chain Management) Noida, UP, India

Sept’2015 – Sept’2018

DXC Technology is one of IT Services market Leader with HQ at US and delivering excellent service to its clients and stakeholders, having presence in 70+ countries, 1.30L employees, and 250+ customer base.

Major achievements in the Organization:

Leading Direct and Indirect category procurement and sourcing for India, Supplier Relationship Management – for Global Suppliers (IBM, Oracle & Iron Mountain), Governance, Asset and account management

Managed services, category management (professional Services)- related RFx, Technical performance and SLA Vetting and execution

Reduced costs by streamlining contract bidding and procurement processes to assure best prices

Developed productive relationships with key account holders / Managers across markets with key deliverables

Major Projects – Consolidation of Indirect Categories for Facilities & Admin Function, Insurance broker RFx for DXC employees (India), Day Care Center for employees, Age Debt Recovery (Global supplier) of 200M USD

M/s. Intertek India Pvt. Ltd. Manager – Facilities & Services Gurgaon, Haryana

Jul’2014 – Apr’2015

Intertek is the industry leader with over 36,000 people in 1,000 locations in over 100 countries. The company is into quality, health, environmental, safety, and social accountability standards for virtually any market around the world; with extensive global accreditations, recognitions, and agreements.

Major achievements in the Organization:

Evaluated facility operations and personnel for safety and health regulations compliance, Oversaw all aspects of equipment installation, maintenance, and repair for both internal and external services, Optimized processes, including overseeing administration, budgeting and scheduling protocols

Led facility management staff in producing business plan that focused on all aspects of facility operations, including setting priorities and job assignments, Supervised 50+ team members including Office Direct reports, Soft, Technical & Security Staff

Budgeting & Control, monthly and annual analysis of costs

Evaluated Employee Performance on quarterly basis for better performance & improvement, Training & Mentoring if needed

Performed customer needs assessments and coordinated resolutions with supply chain, logistics and quality teams

Regular meetups & feedback sessions with respective LAB / Function heads / Internal Employees

New site project completion and successful hand over to the business, Renovation and refurbishment work as and when needed

Three C Facility Management Services Pvt. Ltd. Manager – FM (Building Head – Property Management) Noida, UP, India

Feb’2013 – Jul’2014

A renowned name in real estate into developing commercial and residential projects and establishing and running the facilities of the commercial buildings

Responsibilities:

Manage & Develop commercial IT park- “Green Boulevard’ Noida; a LEED certified Platinum Rated building approx.7 LAC s.ft. area

Managing a team of 100+ staff strength including direct & off roll employees, directly responsible for building engineering services, Security, Housekeeping, Central Cafeteria (approx.300seater) Pest control, Horticulture, maintenance and civil development in addition to Refurbishments / fit-out new floors, Lease execution, compliance tracking and closure in line with OHASHAS and other relevant EHSS parameters, Strategic decision making for the site, quality and other due diligence for tenant occupation, site requirements and related operational initiatives

Managed Maintenance, invoicing & rental for Common Area, Managing healthy P&L

Annual & Monthly Budgeting, Forecasting and Planning for building maintenance

Vendor management & compliances, Managing PR / PO in SAP module

Major achievements in the Organization:

Evaluated facility operations and personnel for safety and health regulations compliance, Oversaw all aspects of equipment installation, maintenance, and repair for both internal and external services

Controlled costs and optimized spending via restructuring of budgets for labor, capital assets, inventory purchasing and stock replenishments, Applied customer feedback to develop process improvements and support long-term business needs

Cross-trained existing employees to maximize team agility and performance

Maximized productivity by keeping detailed records of daily & Monthly progress, management reports such as DMRs, MMRs and PPM sheets / reports for identification and rectification or for areas of improvement, Propelled continuous improvement plan

Developed and maintained relationships with customers and suppliers through account development & Continuous interaction

Tech Mahindra Limited Assistant Manager – Facilities Management Group Noida, UP, India

Jul’2007 – Jan’2013

One of the major players in Telecom Consulting Services, Testing & System Integration, BPO and IT Business Consulting.

Responsibilities:

Central - Ownership, Implementation and compliances of Admin policies in close coordination with HR, Admin, Finance, Technical Infrastructure, Internal Audits and Information Security, Education Services Group, Supplier Management for Delivery of Goods & Services & Payments of Invoices, Procurement & Contract Management, Inventory Tracking, Logistics, Supplier data and approved lists, Order Management – Oracle PeopleSoft – 8 & 9 used, Infrastructural development, Asset Management, Annual Maintenance Contracts, Car Lease Management, Company Leased Accommodation, Contract Renewals

Facility Management - Security & House Keeping, Access Control, Pest Control, Records, Signage’s

Safety and Security Management - Fire Drill, Emergency Evacuation, Physical Security, Gymnasium, Medical Services, Logistics, Parking Facility, BCP, SOPs etc.

Major achievements in the Organization:

Instrumental in setting up state of the art delivery center at SEZ Noida, with 2000 + workspaces and 150 training spaces. Key FM owner for RFx. Vendor meetings, procurement process in close coordination with Project and Infra team

Successfully handled audits - E&Y, TUV for the compliances of AT&T and also for ISO 20K, ISO 27001, and ISO 9K certification

Interacting with Vendor and Sub Contractor co-ordination and management, Asset management and Auditing, day to day issues raised by internal customers, Canteen Management, Vendor Selection / Management, Asset Insurance, Central Monthly MIS reports, Task trackers, Performance Monitors, RCAs and Risk identification

Adept at directing and implementing training programs for new and existing support staff and third party associates for various briefings related to Admin policies and to ensure proper adherence to security, safety and other company procedures and policies

Developed the central facilities management portal in coordination with the corporate design team.

Chambal Fertilizers and Chemicals Ltd. (CFCL) Executive Administration New Delhi, India

July’2001- June’2007

Company is into the business of Fertilisers and chemicals and is a public limited concern of the K.K Birla Group (mergers – HT / ITC / Jubilant / Zuari Industries & Zuari Investments)

Responsibilities:

Oversaw Administrative operations, including Soft, Technical and Personnel & Administration (P&A)

Interviewed, supervised and motivated on and off Roll staff members to achieve optimal productivity

Responsible for building maintenance, Communication, logistics and other corporate engagements

Procurement & Vendor Dealings, Inventory Tracking & Ordering

Handling Events, Guesthouse, Travel and Hotel bookings for Internal and External Stakeholders

Purchase Requisition related to Admin and Facilities

Also worked with American Power Conversion India (Office Coordinator) & Taj Group of Hotels (Sales Consultant) in early career for a brief period of one and a half year – Managing partners, distributors, office coordination and sales

EDUCATIONAL DEVELOPMENT

Masters in Marketing Management Institute of Management Technology (IMT) Ghaziabad

Bachelor of Arts Shaheed Bhagat Singh College, Delhi University

Computer Proficiency Windows–98 & Windows-2000, MS-office (Word, Excel, PowerPoint), Adobe, Lotus notes suites - functional, PeopleSoft 8 & 9 (Oracle)-functional, SAP (functional), Ariba

Trainings / Certification / Skills Advanced Excel, Leadership, Operations, Team Mentoring, Time Management, Customer Oriented trainings, Team building skills and other behavioral, Finance, People soft & Compliance trainings, Agile, Strategic Negotiation, Project Management Foundations (Procurement), Strategic thinking (PMI), Contracting, Supply Chain Foundations, Supply Chain & Sourcing, Project Management Foundations - Procurement

ADDITIONAL

Active member EE Groups - JOSH Group (Tech Mahindra), Yammer – DXC, Cultural SPOC – TUI –LPTI

CSR / Non-Profit - Worked with Vidya & Child (NGO for the underprivileged), CSR activities in DXC & LPTI

Active contributor in the Company magazines / newsletter (CFCL, Tech Mahindra, 3C, DXC, Le Passage)

Like listening to Music, Reading and Travelling

Passion for Trainings and active involvement in Corporate Activities for Employee Engagement & HQ

Have been exemplary team player in every organization, conferred with Internal Team Rewards & Long Service Awards

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