Admin & Facility Manager - Vadodara, India - Ascendion

Description

Designation: Admin & Facilities Manager

Experience range: 8-10 years

Shift timing: 5:30 PM to 3 AM (US shift)

Location: Vadodara, Gujarat

Responsibilities:

• Develop and implement workplace solutions to optimize business & employee efficiency, collaboration & productivity
• Plan, organize, direct and control the work activities of the team members in order to provide prompt and efficient services to internal customers
• Ensure a healthy and hygienic operation of cafeteria through identified vendor/s
• Manage procurement, upkeep, maintenance and efficient running of fleet of vehicles
• Evaluate support services, identify needs, anticipate problems and develop corrective action plans
• Analyze and put in place required systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, office stationery and parking management
• Formulate emergency evacuation procedures & handle crisis management as well as business continuity plans
• Conduct facility audits as per the checklists and ensure that work is completed as per requirement
• Act as an active member of the team responsible for arrangements for annual events, conferences, seminars and other events of the company organized from time to time
• Update MIS of the Administration team and day-to-day maintenance of data
• Maintain Standards and Inventories of fixed and capital assets
• Oversee the inventory of housekeeping inventory (spares, stores, consumables etc.) and ensure that required stock is always maintained at the facility
• Keep a record on Invoice procedure and payment process
• Track AMC (Annual Maintenance Contracts) records and coordinate with the concerned vendors to complete the task
• Ensure all contractual agreements (AMCs) with the vendors are available and renewed periodically.
• Prepare rosters, clubbing of vehicles, preparing vehicle compliance report etc.
• Partner with the Procurement Team in Vendor Management (arranging monthly / quarterly meeting / reviews with vendor for feedback and the services provided)
• Liaise with building facilities staff / office landlords, Municipal Authorities, Local Police and other local Govt. Agencies as per requirement

Skills Required:

• 8-10 years of experience in Admin & Facility Management, preferably in administration function in a mid to large size ITES or Professional Services organization
• Experience in managing facilities for sites which includes space management, cafeteria operation, transport, procurement, technical & soft services and real estate operation
• Excellent verbal and written communication skills
• Excellent stakeholder management skills
• Excellent interpersonal, negotiation and conflict resolution skills
• Strong organizational skills
• Excellent time management skills with a proven ability to work in a high-pressure environment
• A balance between strategic and operational focus
• Ability to act with integrity & professionalism
• Should have sound knowledge of MS Office and proven ability to manage daily activities using various IT tools & systems
• Basic knowledge of electrical systems, fire systems, water supply & drainage systems and office security/surveillance systems is desirable