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: (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

CFM/FMP certification will be a plus