Executive Admin - Technical

Executive / Sr Executive Admin & Facility Management

Reporting Structure

The Role would report to: Senior Manager – Administration.

Education

Graduate or post graduate degree. Having an engineering background would be an added advantage.

Industry

Should have good, hands-on experience in managing facility in similar (IT/ITES) or services organizations. Should have worked in mid-size companies and handled facilities & administration for the organization.

Experience (years)

5 to 7 yrs. of experience in facilities/administration management.

Responsibilities:

- Should be able to handle day to day operations of the facilities and well aware about the office management functions.

- Upkeep the office area by maintaining aesthetics of office space.

- Should be able to handle the manpower of contract vendors of soft and technical services, facilities management, security staff, drivers etc.

- Should be able to oversee and maintain facility operations standards in all areas i.e Housekeeping, Transportation, Security, Cafeteria, Front office, BMS, Engineering, Maintenance, Visitor management, Customer visits & events.

- Sound knowledge of handling maintenance of office equipment’s i.e. Audio Visuals, HVAC, electromechanical equipment’s, firefighting systems, CCTV, BMS etc. and able to closely monitor preventive maintenance as per maintenance schedule

- Ensuring business continuity planning, maintenance and renovations when required.

- Oversee repair and maintenance of the office premises.

- Should be able to manage statutory liasoning on need basis and maintain & track all statutory compliance are in place all the times.

- Tracking the SLA of each vendors as per agreed terms and do vendor evaluation time to time

- Should be able to handle to incoming and outgoing documents, handle material movements and continuous monitoring of asset movement.

- Should be able to handle travel request and booking as per employee requests in correspondence with empaneled vendors.

- Maintain a high standard of hygiene, safety and cleanliness of the facility & provide harmonious work culture to ReBIT employees.

- Should be able to handle complaints and feedback related to facilities such as cafeteria, transport etc. and same is closed within agreed timelines.

- Support facility during crisis situation. (Business Continuity Plan, in case of natural or external exigencies)

- Ensure that all necessary contracts with external vendors/ agencies are updated & are audited periodically.

- Should be able to handle vendor queries and manage external vendors.

- Ensure that all necessary contracts with external vendors/ agencies are updated & are audited periodically.

- Keep stock of office supplies and place orders when necessary. Keep close watch on all consumables and present report’s time to time for taking decisions.

- Should be able to maintain accurate data and keep data ready related to various material consumptions for calculating and comparing costs for required goods and services to achieve maximum value.

- Knowledge of ISMS & BCMS (ISO Audits) guidelines / procedures pertaining to administration function ensure there is zero non-conformity in admin function.

- Should be upkeep the compliance documents related to admin/facilities related functions such as agreements, contracts, licenses, various forms etc.

Skills:

• Work experience as a Senior executive / facility executive / facility manager or similar role in corporate office set up.
• Knowledge of office automation tools in the admin and facility management function.
• Hands-on experience in Oracle EBS Suite and Microsoft Applications (Word, Excel, PowerPoint, Outlook)
• Sound knowledge of office management & administrative processes.
• Strong organization skills with a problem-solving attitude
• Good written and verbal communication skills
• Attention to details.
• Should be proactive and go-getter person.