Sr Executive - Admin and Facility (Third Party Payroll)

Role & responsibilities

The role would include the following responsibilities, but not limited to:

• Managing and coordinating the overall administration activities at the Bengaluru facility.
• Discharging responsibilities on the whole gamut of administrative areas ranging from policy compliance by staff to travel, accommodation, vendor management, contract administration, inventory management, security and safety of assets as well as personnel and adherence to legal requirements
• Analysing the need, developing and executing the support systems and putting in place the required systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, reprographics, office stationery and parking management
• Management and supervision of interior fit-outs as needed; focus on office design, and basic engineering concepts
• Ensuring the office is stocked with necessary supplies and all equipment is working and properly maintained
• Dealing with and addressing Employee issues related to Facilities and Administration
• Planning, scheduling, and promoting office events, including conferences, interviews, orientations, and training sessions
• Driving contract negotiations and finalising the selected vendors / contractors
• Transport management.
• Manage an extended team to discharge these responsibilities and working closely with the employee and senior executives of the office
• Working with accounting and management team to set budgets and monitor spending or all Facilities and administration related activities
• Complete arrangements for annual events, conferences, seminars and other functions of the institute organised from time to time.

Skills/Requirements

Successful candidates would have experience in:

• Office Administration:
• Managing all aspects of Housekeeping, Maintenance, Security and other services that are needed to run a facility
• Ensure that Employees are satisfied with the level of service provided by the team
• Procurement Vendor Management.
• Selection of vendors, Evaluation, Negotiations and Finalization of contracts. Rate negotiations with vendors for cost effective purchases.
• Complete external communication Liaison End to end process of procurement of products services.
• Office build-outs:
• Oversee client aspects of office build-outs
• Compliance to Safety, Building Operations.
• Quality and time adherence.
• Obtain statutory approvals
• Regular status reporting.
• Ensure meeting business standards and guidelines.

General Administration responsibilities:

1. printing and stationery

2. House Keeping Management.

3. Overall Office Upkeep and Maintenance.

4. Cafeteria and Pantry Management.

5. Vendor Management

6. Management of Landlines, Mobiles and Data cards

7. Transport Arrangements.

8. Basic Knowledge of FSSAI Compliance standards preferable.