Assistant Vice President - Admin & Facilities

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).

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

Skills Referential

Behavioural Skills:

Ability to collaborate / Teamwork

Personal Impact / Ability to influence

Critical thinking

Creativity & Innovation / Problem solving

Transversal 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

Other/Specific Qualifications

CFM/FMP certification will be a plus