Assistant Vice President - Admin & Facilities

Job Description

Position Purpose To provide Safe & smooth working conditions in the office premises Ensuring continuity of business through effective coordination of maintenance activities. Deployment and implementation of Group/ Department Policies & Procedures Implementation of Controls in various activities under Facilities Management function Implementation of best industry practices and cost control / savings initiatives in the area of operation Responsibilities Direct Responsibilities Supervision & Control on Facilities Management Services Supervision & Controlling of Facility Management Team. Shift resource planning & ensuring appropriate attendance, Recruitment & training of Facility Management staff. Liaise and coordinate with Vendors to ensure compliance related to attendance, Leave policies and relevant guidelines. Maintain record of Housekeeping/ Pantry consumables. Maintenance & Upkeep of Office Premise and Equipment Ensure upkeep of office premise through effective deployment & supervision of Housekeeping staff Deploy & verify various Checklists pertaining to upkeep of office premise. Conduct periodic review meetings with the Facilities Service provider and track the action points. Vendor Management Coordinate with Service Providers, Suppliers to ensure quality of Services. Tracking and timely processing of vendor bills to ensure continuity of Services. Provide necessary assistance to Procurement Team for procurement of Material or Service. Cafeteria Management Coordinate and Support in Cafeteria Vendor selection process. Formation of Cafeteria Committee and ensuring periodic meetings Preparation & Circulation of Minutes of Meetings and tracking the action points. Continuous follow-up and coordination with the Vendor to ensure quality of services. Resolution of the complaints of employees. Controls & Compliance Identify and implement appropriate Controls in various activities and functions. Track expiry dates of all the Permissions/ License and ensure timely renewal. Ensure Compliance to all applicable policies, procedures and guidelines (either Statutory and/ or Company). Technical & Behavioral Competencies Communication Skills - The ability to express ideas clearly and listen actively. Teamwork and Collaboration Adaptability and Flexibility Problem-solving and Decision-making Leadership and Influence Specific Qualifications (if required) Graduation Skills Referential Behavioural Skills : (Please select up to 4 skills) Ability to collaborate / Teamwork Personal Impact / Ability to influence Critical thinking Creativity & Innovation / Problem solving Transversal Skills: (Please select up to 5 skills) Ability to understand, explain and support change Ability to develop and leverage networks Ability to manage / facilitate a meeting, seminar, committee, training Analytical Ability Ability to inspire others & generate people's commitment Education Level: Bachelor Degree or equivalent Experience Level At least 15 years Other/Specific Qualifications (if required) CFM/FMP certification will be a plus