The responsibilities for this position include, but are not limited to, the following:
- Responsible for managing Workplace services through various 3rd party service providers.
- Strong knowledge of Facilities Management & Operations and Event Management.
- Maintaining excellent relationships with various Business stakeholders and Service Providers.
- Actively engage with Business units to fulfil business requirements.
- Ability to analyze the data and make the decision based on the data (Data-driven approach).
- Ability to collaborate with other functions like Global Real Estate/Finance/HR/Security etc. as & when required to deliver the assigned scope of work.
- Responsible for ensuring safety & security at the workplace and implementing EHS policies.
- Monitor emergency response procedures such as dialogic/call tree/ERT members.
- The candidates should be familiar with the compliance requirements for building/facility operations.
- Sharing inputs on annual budget allocation & tracking planned vs actual spent
- Ability to idea, develop, lead and execute operational excellence projects.
- Maintains the operation-related records and documents including (not limited to) Building compliance.
- Acts as focal for receipt and delivery of faxes and emails including express packages and publications.
- Applies appropriate protocol, discretion, and diplomacy when assisting such visitors as government officials, company customers, and the media.
- The candidate should take proper facilities rounds every morning & take appropriate corrective & preventive actions as required.
- Briefing outsourced manpower like Housekeeping & Security as & when required.
- Inspects & updates the Food Services Management sheet daily including weekly menu display & coordinating with supplier
- Keep a tab on the Snacks vending Machine on daily basis, oversee sales & report to BSS, coordinate with supplier for breakdown.
- Shows sensitivity to the culture and customs of local and foreign visitors
- Monitor all the various registers kept at the front desk & rear entrance.
- Coordinate with Businesses and Functions to fulfil the needs.
- Issue necessary work permits to suppliers as & when required & filing the same
- Keep a tab on first aid box inventory/check on expiry date & order supplies accordingly
- Responsible for office supplies (stationery, cafeteria and cleaning) & Inventory keeping
- Daily supervision of security guards, housekeeping and office boys
- To monitor and verify the movement of materials and equipment in and out of the office
- Provides general administrative support to all employees and visitors
- Supports the BGES team during any event as & when directed
- Supports the HR team during mass recruitment drive/hiring drive and Distribution of goodies
- MIS Daily, Weekly & Monthly e.g. Office safety/dialogic/call tree etc. or as needed
- Update & circulate the desk phones extension list on a bi-monthly basis
- Manage Meeting room booking requests by end users
- Handling the complete Procure to Pay (P2P) process on the portal
- Responsible for inward and outward couriers
- Maintain all relevant compliance documents for manpower services suppliers
- Clear employee LER/ TER with 100% receipts custody
- Custodian / responsible for employee RFB / IT claims onward dispatch to BDO from time to time
- Maintaining & reconciling the Distribution List (DL) for respective towers periodically
- Supports BSS in the physical verification of assets
- Get trained in operating FAS/PAS/ & help employees during any emergency evacuation; take part in mock drills
- Mobile phone inventory and mobile phone distribution activity
- Sim Inventory and Sim distribution activity
- Car Lease services and data management
- Data analysis on services
Sample Reports
- Food Services - FSMS - Daily
- Enterprise Space Management System (ESMS) - Monthly
- Office Safety Checklist (OSC)- monthly
- Dialogic reconciliation - monthly
- Call tree - monthly
- ERT list - monthly
- Inventory - Stationary/HK/Pantry/M&E etc. -weekly
- Monthly Metro pass issuance
- Parking stickers
- Extension List of employees
- Gate Pass
- Work Permit(s)
- Contractual manpower attendance - demand vs supply
- Mobile Phone inventory and distribution
Basic Qualifications (Required Skills/Experience):
- A bachelors degree in hospitality/administration/Engineering or equivalent is required as a BASIC QUALIFICATION
- At least 6 years of relevant experience working in a Real Estate/IFM/Administrative environment.
- Able to collaborate with internal team members as well as external stakeholders.
- Entrepreneurial mindset and Ability to foster two-way collaboration.
- Experience in Facilities Management / Workplace services is strongly required.
- Ability to facilitate decision-making and Proactive risk management.
- Effective Communicator with good verbal and written communication skills
- Knowledge of advanced Microsoft Office tools (Word, Excel, PowerPoint, etc.)
- People Management with good interpersonal skills and Intermediate analytical skills
- Quick learner & has an eye for detail.
- Customer-focused and Capability to manage and lead team.
Preferred Qualifications (Desired Skills/Experience):
- Post graduate degree preferrable MBA.
- Previous work experience with multinationals in similar environments.
Typical Education & Experience:
- Education/experience typically acquired through advanced education (e.g. Bachelor) and typically 6 or more years' related work experience or an equivalent combination of education and experience (e.g. Master with 5+ years' related work experience)
