Assistant Manager/Manager - Facilities & Service

Role

This role is responsible for day-to-day functions of Facilities and Administration department that includes Space, Guest House, Pest Control, Cafeteria, Travel, Facilities agencies, vendors coordination, Invoices processing, Asset Management, New Set-ups, Access Card Management, Biometric System, CCTV Management, events management, contracts and routine office administration work.

We are looking for an enthusiastic, energy driven problem solver who can apply his/her skills and

constantly improve processes and systems, manage entire travel operation of various location in India from Mumbai, Kanjurmarg office.

Responsibilities

Vendor process management and Admin/Logistics support

• Supervising the Outsourced FM and facilities vendors
• Keeping a track of vendor feedback and providing it to the Head F&S
• Maintain records of operational expenses, POs and process payments.
• Liaison for external services such as electricity and law enforcement
• Coordinate with building management for all agreed services
• Collate information for Business Continuity and emergency procedures and prepare draft.
• Provide logistic support in delivery of events.
• Maintain central storage system for all records.

Responsible for compliances on security, health, safety and environment

• Monitor outsourced security services and ensure the personnel are trained and customer friendly.
• Mandatory and periodic health and safety checks are carried out
• Provide health and safety training to new staff and co-ordinate drills.
• Maintain records for environmental compliances and reporting

Maintaining asset records and mail and records management

• Manage incoming and outgoing mail and consignment as per standards.
• Monitor performance of couriers and clearing and forwarding vendors as per contacts.
• Manage outsourced mailing functions as per service levels.
• Process payments for courier, clearing and forwarding and stationary bills as per the credit period.
• Dispatch cheques by next business day.
• Records management and archiving system is implemented as per corporate guidelines.
• Best practices are communicated to users for adherence to records management process.
• Archived files are brought forward for destruction on time.
• Asset management in terms of fixed asset register and its disposal as per policy
• Maintain record for replacement of equipment and plants as per whole life-cost.

Transport management

• Monitoring and ensuring provision of agreed services as per SLA
• Maintenance of records and reporting as applicable.
• Statutory compliances

Cafeteria Management

• Vendor selection
• Managing the services in terms of adherence to hygiene and safetystandards and agreed services levels.
• Ensuring statutory compliances Information Security
• Read, understand and comply with the information security policies
• Raise incident / blow whistle when observe any non compliance
• Completion of Statutory Audits Prepare travel monthly MIS

Expertise at

• Proficient in Microsoft Excel and PowerPoint
• Analytical thinker with strong conceptual and problem-solving skills.

Behaviours & Aptitude

• Ability to work under pressure and meet tight deadlines.
• Ability to work independently and as part of a team
• Strong communication and presentation skills
• Stakeholder Management
• Vendor Management
• Negotiation Skills
• People Management Skills
• Problem Solving & Analytical Skills
• Communication, Interpersonal & Teaming Skill