Position Description:
- Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges.
- Managing office vehicle schedules.
- Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping & upkeep areas.
- Ensure immediate response to all priority calls and facilities-related issues during the shift and follow the escalation process.
- Handling Visitor Management Tool.
- Maintain timely MIS & database Such as (Snag List, Daily Checklist Etc.)
- Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required.
- Directed day-to-day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables.
- Supporting the site team for hotel booking and guest travel arrangements.
- Job allocation and deployment of manpower for day-to-day activities.
- Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry & deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.
Responsibilities:
Visitor Management - Tool and Process:
- Ensure the visitor adhere the safety norms in office premises.
- Ensure visitor should report at reception before escorted to office premises.
- Maintain daily report of Visitor.
- Ensuring of downloading of safety guideline to all the visitors who are coming into the premises.
- Ensure the visitor to fill heath Declaration form to enter office premises.
- Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the premises.
- Ensure timely report to concern team of any issue related to VMS portal.
- Ensuring the visitor enter required details in VMS.
Zoho Tool - Complaints and Issue Redressal:
- Managing internal staff facilities request by Ticketing tool.
- Receiving and responding to approval requests
- Take approvals as per GAM approver (GDC Authority Levels).
- Keep track of help desk request and cost code for invoice coding.
- Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline.
- Ensure any facilities related issues should be timely resolved.
- Maintain help desk report on monthly basis for MMR.
- Ensure timely report to manager of any issue and complaints related to requests.
Arranging Transportation for Staff and Guests:
- To provide safe and secure transportation to guest.
- Ensure timely vehicle arrangement to guest to avoid delays.
- End to end contact with Transport vendor
- Ensure to provide safe and secure services to guests.
- Ensure timely report to manager of any issue and complaints related to guest stay.
Long Stay Guest Help Desk Requests:
- Maintain all the details of future and currently staying guest.
- Ensure to keep track of hotel arrangements.
- Co-ordinate with hotel sales team for renewal of hotel proposal.
- Tracking of Expiration of PR and ensure timely renewal of Purchase order.
- Arranging vehicle for guest s airport transfers
- Arranging guest s Local transfers from office to hotel during their stay.
- Keep track of the flight details to ensure their safe and secure travel.
- Ensuring the up keeps of the office vehicle such as:
- Basis amenities
- First Aid
- Emergency contact numbers Etc.
Invoices and Supporting Sheet:
- Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details.
- Maintain supporting sheets of vendor invoice on monthly basis.
- Ensure the invoice should be process timely for payment process.
- Co-ordinate with Vendor to get quote to send IT asset to employee on desired time.
- Ensuring the expense should be as per the concern project / business.
- Ensure the expense should be as per assign Purchase order.
- Ensure timely submitting of all the vendor invoice to finance.
Induction Related (Photo ID and Access Cards/Visiting Card):
- Maintain records of ID card, lanyard and access cards issued to new joiner.
- And required amenities should be provided to each employee as per the Atkins norms.
- Maintain Building access card tracker of JML (joiner, mover, and leaver)
Courier Service, Subscriptions (Magazines/News Papers):
- Keep Monthly records of incoming and outgoing courier.
- Keep track of Serviceable pin code details of Courier service provider.
- Co-ordinate with Courier service provider for quotation to send IT asset.
- Prepare required documents to send IT asset as per Courier custom requirements.
- Take approvals as per GAM approver (GDC Authority Levels).
- Ensure the cost of courier should be charge on respective department cost code.
Parking:
- Keep records of two-wheeler and four-wheeler parking.
- Track and assign parking of Two-wheeler/Four-wheeler access to employee as per company parking policy.
- Ensure to track records of parking access to employee as per DLF parking Guidelines.
- Ensure employee have parking facility as per the company parking policy.
First Aid:
- First-aid box.
- Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines.
- Co-ordinate with vendor to procure required First aid item in stock.
Housekeeping (H.K.):
- Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager.
- Ensure cleaners clean all washroom, general areas and report any discrepancies to the Manager.
- List other scheduled H.K. contractors etc.
- Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get services done on assigned timeline.
- Maintain records of Famine hygiene vending machine and informed to concern team for procurement.
HK - Stock Inventory and Utilisation Chemical Cleaning:
- Maintain stock register and daily consumables tracker.
- Maintain daily consumables tracker on monthly basis.
- Keep track of consumable item for timely order placement.
- Training to H.K staff and keeping SDS of chemical used in facilities.
Pantry - Stock Inventory and Utilisation:
- Maintain stock register.
- Maintain daily consumables tracker on monthly basis.
- Keep track of consumable item for timely order placement.
- Complete all action items as recorded in the Daily report.
Stationary Indent/Stock Inventory Management, Utilisation, Crockery & Cutlery Inventory and Tracking (Reports):
- Keeping and maintaining reports and record.
Maintain stock register. - Maintain daily consumables tracker on monthly basis.
- Keep track of consumable item for timely order placement.
- Deployment for loading paper in printer and plotter and other similar tasks.
- Maintain Crockery & Cutlery records.
- Co-ordinate with vendor for quotation.
- Keep track of damage crockery and cutlery Items for timely order placement.
- Maintain tracker record on monthly basis.
Minimum Education Qualification:
- Bachelor s degree in any discipline (preferred: Hospitality, Business Administration, or Office Management)
- Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration may be considered for candidates with strong experience
Minimum Experience Requirement:
- 2 to 4 years of relevant experience in front office, facilities coordination, or administrative support in a corporate or hospitality environment.
- Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination, and soft services are essential
What We Can Offer You:
- Varied, interesting and meaningful work.
- A hybrid working environment with flexibility and great opportunities.
- Opportunities for training and, as the team grows, career progression or sideways moves.
- An opportunity to work within a large global multi-disciplinary consultancy on a mission to change the ways we approach business as usual.
Worker Type Contingent Worker
Job Type Loan of Personnel
