Executive - Facilities and Administration

Job Description

Preferred Qualifications, Skills & Experience
• Graduate in any discipline Preferable- Hotel Management/Lower-level Technical Experience
• Min. 3 years of Facilities and Administration experience
• Must have a commanding personality, with very good oral and written communication skills
• Ability and confidence to communicate with all levels within the hierarchy, across departments
• Maturity and interpersonal / soft skills to manage the relationship with customers, other departments, and within the Team in a smooth and conflict-free manner
• Should have experience with Facility management and building management services, preferably in an IT / ITES organization in STPI /SEZ premises
• Project & construction management for IT campus
Key Duties and Responsibilities: Facilities Management
• Manage the infrastructure including Campus/building maintenance, Cafeteria, Transportation & Pantry
• Manage Soft Services & Hard Services( lower-level)
• Oversee contractual employees of housekeeping, security and performance monitoring.
• Liaise with the building authority to ensure completion of all facility-related issues wherever applicable
• Conduct all regular repair and maintenance of the facility as required
• Ensure facility management through the internal outsourced support
• Review facilities periodically to ensure they are within the budgetary and company guidelines, and that facility infrastructure utilization is optimal
• Motivate, lead, coach, and monitor the performance levels of all team members, ensuring the delivery of excellent service by maintaining high staff morale and team spirit
• Ensure that all facilities are maintained in sound condition to ensure a safe and efficient work environment for personnel and guests
• Liaise with government authorities, licenses department, local police authorities, etc. for smooth and seamless compliance with required statutory and legal requirement across all locations
• Support all internal & external audits as per organization requirements
• Possess knowledge of legal documentation, drafting & vetting compliance and diligence issues
• Implement & monitor Energy Savings/Sustainability/Environmental Stewardship initiatives at Campus
• Track expenses on monthly basis
• Bring in new cost savings and cost control initiatives
• Ensure compliance with health and safety standards and industry codes
• Coordination and support on a global scale to enhance the standardization of the ArisGlobal brand and work practices in worldwide Facilities
Asset management
• Supervise repairs, maintenance & replacement of office equipment, appliances, furniture & fixtures, etc.
• Facilitate asset management & tagging of all assets across multiple locations
• Ensure optimum space allocation for workstations, effective utilization of space, and resources for new building or re-organization of current premises
Vendor management:
• Vendor management of all within facility-related scope
• Tracking of warranty / AMC expiry dates of various installations across various offices
• Prepare periodic reports & MIS
• Coordinate with service providers, suppliers to ensure quality of services
• Tracking, verification and timely processing of vendor bills to ensure continuity of services
• Provide necessary assistance/ guidance to Procurement Team for procurement of materials and/or services.
• Hold periodic meetings with various vendors/ services providers for review of the quality of services
Security, Housekeeping Management, Cafeteria Operations & Employee Transportation
• Responsible for the security operations, asset movement
• Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep and oversee the housekeeping services to maintain optimal level cleaning & hygiene. Overall service delivery assessment of HK vendor.
• Responsible for coordinating with the outsourced vendor for recruiting the manpower for security of the corporate office
• Ensure food is available to all employees working in the campus by coordinating with the vendor. Ensure cafeteria is employee-friendly, clean and hygienic. Make sure there are minimum/nil escalations on facility and infrastructure of cafeteria
• Supervise and monitor all transportation activities for smooth and safety of employees, coordinating with vendor and internal team for daily movement, process streamline and monthly billing
• Responsible for the health, safety and environmental measures adopted at the corporate office
• Basic training pertaining to admin vendors.
• MIS handling
Facilities Service Desk Management
• Provide management advice to Helpdesk operators for escalated issues
• Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift
• Oversee the mailroom process.
• Provide management advice to Helpdesk operators for escalated issues
• Oversee the front office function
• Ensure visitors are promptly attended by the Front Office Executives (FOE)
• Event management
Fire & safety Management
• Manage facilities and physical security incidents and crises as they occur. Coordinate response to enterprise facilities incidents by facilitating communications, assisting with the business recovery process, and organizing root cause analysis and corrective actions
,

Keyskills :
soft skillsoffice equipmentservice desk managementasset managementcost controlfront officeservice deskroot cause