Executive - Facilities & Service

Job Description

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