Administration Executive

This full-time position is located at our Vadodara office and will report to Head of Facility Management.

Primary Responsibilities:

• Full on-site management of AIS facilities, operations and services of multiple offices at our Vadodara location.
• Ensure smoothness of day-to-day operations w.r.t administrative upkeep of the overall facility including security, safety, housekeeping, canteen, travel arrangements, hotel bookings, stationary & other consumable inventories.
• Work closely with the Management team & external agencies for specific Project Management works in case of any future expansions coming up either in Vadodara OR elsewhere in India.
• Coordinate office requirements for space planning, furniture, IT, and Security and other related administrative activities.
• Support events teams and collaborate with Global event teams to support all kinds of events / activities being planned at AIS.
• Track budgets and performance to plan associated with Facilities OpEx annual budgets, forecasting, and CapEx planning.
• Manage communication and relationship with the lessors/stake holders of our premises & ensure timely & proactive actions in case of any contractual obligations with them.
• Provide direction to onsite facilities vendor team.
• Control of business critical/emergency situations and seeks to resolve promptly while ensuring minimum disruption to the business
• Full oversight and responsibility of onsite operations and process to support 24/7 operations, critical systems backup, preventative maintenance, and asset management
• Oversee alignment of standards in terms of hard and soft services including Security services, Housekeeping & allied services, Canteen, & ensure that the services are in line with the agreed contractual terms & conditions at all the time.
• Drive continuous improvement of processes and procedures within the facilities environment implement innovative programs, processes, and procedures that reduce short and long term operating costs while increasing productivity and the workplace experience
• Produce and communicate management reports and information (financial, KPIs, SLAs).
• Prioritizes customer service and relationship building.

Minimum Qualifications & Experience:

• Bachelor’s degree in any discipline.
• Minimum of 3-5 years’ experience in managing multi-office facility operations / site operations of organization’s having 400+ employees.
• Experience working in the facilities management and reviewing and understanding lease and vendor contracts
• Ability to work effectively within deadlines in a fast-paced and growing environment
• Organizational skills coupled with attention to detail and follow-up
• Experience in supporting large events within the office spaces
• Strong communications skills with the capability of handling high-level communication with leadership and heads of office.
• Strong relationship management experience with strength in negotiating and influencing skills
• Willingness to travel (primarily within India)