Administration Officer

Job Summary

The Administrative Officer in Facility Management plays a key role in supporting the operations and maintenance of the organization’s facilities. This position is responsible for providing administrative support to the facilities team, ensuring smooth operations, managing documentation, and handling day-to-day activities related to the upkeep and functioning of the facility.

Key Responsibilities

• Administrative Support
• Assist the Facilities Manager in managing administrative tasks, scheduling, and organizing meetings.
• Maintain and update records related to facility management, including equipment inventories, service contracts, and repair logs.
• Draft and manage internal communications and reports related to facility operations.
• Prepare and process purchase orders, invoices, and other financial documentation related to facility maintenance.
• Facility Maintenance Coordination
• Coordinate with vendors and contractors for scheduled and emergency maintenance services.
• Ensure timely follow-ups on facility issues and service requests, ensuring they are resolved in a timely and cost-effective manner.
• Maintain a log of facility-related activities and manage tracking systems for repair and maintenance schedules.
• Oversee the maintenance and upkeep of facility assets, ensuring compliance with health and safety regulations.
• Inventory Management
• Monitor and maintain stock levels for necessary supplies and equipment (e.g., cleaning materials, office supplies, etc.).
• Ensure that facility equipment and materials are in good working order and notify relevant personnel of any repairs or replacements needed.
• Health, Safety & Compliance
• Ensure that the facility complies with local regulations and safety standards, including fire safety, environmental, and occupational health guidelines.
• Assist in conducting safety audits and implementing health and safety programs.
• Respond to emergency situations (fire, accidents, etc.) and assist with evacuations, if necessary.
• Vendor Management
• Liaise with external service providers for facility maintenance, cleaning, security, and other operational needs.
• Manage vendor relationships and ensure that services are delivered according to contractual terms.
• Track and report on vendor performance, including service quality and timeliness.
• Budget & Financial Administration
• Support the budgeting process by providing cost estimates and tracking facility-related expenses.
• Assist in managing and monitoring the facilities management budget, ensuring cost-effective use of resources.
• Analyze facility expenses and prepare reports to assist in financial decision-making.
• Other Duties as Assigned
• Provide general administrative assistance as required by the facilities or operations teams.
• Assist in planning and executing facility improvement projects, including upgrades, repairs, and renovations.
• Respond to internal queries regarding facility operations and assist with related issues.

Qualifications

Education:

• Bachelor’s degree in Facility Management, Business Administration, or a related field (preferred).

Experience:

• Minimum of 2-3 years of experience in administrative support, preferably within facility management or operations.
• Experience in vendor management, scheduling, and handling service contracts.
• Knowledge of facility maintenance processes and safety regulations (a plus).

Skills:

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with facility management software (e.g., CMMS, Building Management Systems) is a plus.
• Ability to handle multiple tasks simultaneously and meet deadlines.
• Strong attention to detail and problem-solving skills.

Personal Attributes:

• Proactive and able to take initiative.
• Flexible and adaptable in a fast-paced work environment.
• Strong interpersonal skills and ability to collaborate with a diverse team.
• Knowledge of safety regulations and procedures.

Work Environment

• The Administrative Officer will primarily work in an office setting but may occasionally be required to visit different parts of the facility or interact with contractors on-site.
• Occasional travel may be required for vendor meetings or inspections.

Contact 9789819872 / whatsapp 7845628777

Job Type: Full-time

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Food provided
• Health insurance
• Provident Fund

Education:

• Bachelor's (Preferred)

Experience:

• Facilities management: 3 years (Required)
• Housekeeping management: 3 years (Required)
• Security Management: 3 years (Required)
• Floor Management: 3 years (Required)
• Safety plans: 3 years (Required)
• Standing Operating Process: 3 years (Required)

Work Location: In person