Admin & Facilities Manager | Scrabble

Posted on October 9, 2024

Job Description

<div>CONFIDENTIAL | JOB DESCRIPTION Title: Administration & Facilities Manager Department: Administration & Facilities Reporting to: Partners Office / Head of Finance & Accounts Desired Educational Background: Bachelor's degree in business administration, management, or a related field. Qualified in travel & hospitality management. Desired Attributes: Excellent communication, coordination and interpersonal skills. Proficiency in office software (e.g., Microsoft Office Suite). Adept problem-solving and decision-making abilities. Attention to detail and strong organizational skills. Taking prompt action sits at the core of this role. Essential Prior Experience: Proven experience in managing travel & visa desk with a mid-size organisation. Experience in event management will be a plus. Should have been responsible for a wide range of administrative activities independently such as housekeeping, security, inventory management, vendor relationships, cafeteria and pantry services, transportation, security management and so on for at least 6 to 8 years. Job Description : The Administration & Facilities Manager at Emmay Entertainment plays a pivotal role in ensuring the smooth and efficient operation of the production house's administrative functions. This role involves overseeing various administrative tasks, crew travel and collaborating with different departments to support the film production process. The Administration Manager reports directly to the Finance Team and may manage a team of administrative staff. Key Responsibilities: Office Management: • Maintain an organized and efficient office environment. • Supervise the maintenance of office equipment, supplies, and facilities. • Coordinate with vendors and service providers for office needs. • Manage logistics and assist in the smooth execution of events. • Technology and Software Management: • Oversee the procurement and maintenance of office technology and software. • Collaborate with IT support for technical issues and upgrades. • Support HR in managing leave & attendance software, trainings coordination & any other HR coordination Budget and Expense Control: • Monitor and control administrative budgets, including office supplies, utilities, and maintenance. • Review and approve expenditures and expense reports. Health and Safety Compliance: • Ensure compliance with health and safety regulations in the workplace. • Implement safety protocols and conduct regular safety audits. Travel Planning and Coordination • Itinerary Development: Creating detailed travel itineraries for cast, crew, and production team, considering flight schedules, accommodations, ground transportation, and visa requirements. • Vendor Management: Establishing and maintaining relationships with airlines, hotels, car rental agencies, and other travel vendors to negotiate optimal rates and services.</div> <div>Page 2 of 2 • Booking Management: Efficiently booking flights, hotels, and transportation, ensuring timely confirmations and reservations. • Visa and Passport Facilitation: Assisting with visa applications, passport renewals, and other travel documentation for the entire team. Logistics and Coordination • Ground Transportation: Arranging for airport transfers, local transportation, and taking care of all ground transportation requirements. Coordinating with services like Pranaam to ensure a hassle-free travel experience when key people such as Producers or actors are scheduled for travel • Travel Insurance: Ensuring adequate travel insurance coverage for the entire team. Team Support • Travel Assistance: Providing pre-trip information, including destination guides, weather updates, and local customs. • Concierge Services: Offering additional services like restaurant reservations, event tickets, and local recommendations. • Issue Resolution: Addressing travel-related problems promptly and efficiently. Emergency Management • Crisis Response: Developing and implementing emergency protocols for travel-related issues, such as flight cancellations, medical emergencies, or natural disasters. • Travel Alerts: Monitoring travel advisories and informing the team of potential risks. Data Management and Reporting • Travel Data: Maintaining accurate records of all travel bookings, expenses, invoices and itineraries. • Reporting: Generating reports on travel trends, cost analysis, and performance metrics. Team Leadership: • Recruit, train, and manage administrative staff. • Delegate tasks and provide guidance to the administrative team. • Ensure a positive and productive work environment. This requires round the clock availability including on weekends and holidays. The person may be required to travel for recce of hotels and destinations. The Administration Manager at Emmay Entertainment is a critical role in maintaining the administrative backbone of the production house, ensuring a productive and well-managed environment that supports the creative and operational aspects of filmmaking. This position offers an opportunity to work at the intersection of creativity and organization in the dynamic world of film production. Joining: Immediate About Emmay Entertainment and Motion Pictures LLP & its culture: Please visit www.emmay.com and our social media handles. We are a decade old company and have produced some notable content in this short span. Not one to rest on our laurels, we have exciting films and shows that are being currently developed and produced. Our working hours start at 10AM and end typically by 6PM Monday through Saturday. Offices are open round the clock and given the nature of our business, everyone pulls in extra hours when projects are in all stages of development till release. A dry pantry is functional throughout, respectfully everyone is responsible for their main meals directly, though it is not uncommon for everyone to share their tiffin/ orders.</div>