Facilities Manager

Basic Function:

• Responsible for Facilities procurement and contracts management processes.

• Prepare and manage the IDC Facilities annual budget, reconciling monthly expenses against the budget, review and approve invoices.

• Perform services and project cost comparison analysis and manage internal procurement processes.

• Negotiates and manages vendor contracts by negotiating with multiple vendors for the most cost-effective rate to stay within event budget, managing the contract process within our MicroStrategy Contracts team and with the vendor.

• Manage and maintain supplies inventory and stocking of items related to office supplies, copiers, printers, and other stationary items

• Address employee inquiries and concerns ensuring timely and quality issue resolution and service delivery, follow up with users to ensure user satisfaction.

• Responsible for all mailroom operations, including shipping, receiving, and delivery of all packages.

• Greet Office visitors, answering incoming calls; taking messages and re-directing calls as required.

• Manage employee onboarding and offboarding processes.

• Ensure Health & Safety Management and the provision of a safe working environment.

• Diary management and arranging appointments, booking meeting rooms and conference facilities.

• Arranging both internal and external company events.

• Send supplier invoices in PDF to shared services center (FSSC) based in Poland for payment processing and arrange courier to send invoices prepared by Lead Accountant to customers

• Liaise with vendors for payment related inquiries and follow up with FSSC for urgent/overdue payment.

• Provides support and guidance to IDC management, and other staff when complex, specialized, and sensitive questions and issues arise; may be required to administer and execute routine tasks in delicate circumstances such as, investigating allegations of wrongdoing.

Qualifications

Required skills and qualifications.

• Proven success in office administration

• Excellent written and verbal communication skills

• Strong time-management and multitasking abilities

• Proficiency with office applications, and aptitude for learning new software and systems

• Ability to maintain confidentiality of company information. Graduate/Postgraduate Diploma

• Ability to work from the office 5 days a week (occasionally required to be available on Saturday s during office maintainence0

• Ability to work Monday to Friday from 10:30 PM to 7:30 PM IST to support office operations.