Candidates with experience in General administration, Facilities management, operations, Vendor management & Safety management

Job Description:

General Administration:

- Oversee daily operations plans, directs and organize the resources to run efficiently.

- Adheres to Statutory compliance where ever applicable, with respect to various licenses, sanctions, approvals, certifications to ensure their non-deviation and timely renewal.

- Asset & Inventory Management (incoming and outgoing materials).

- Adhere to the purchase process as per the SOP

- Ensure satisfactory housekeeping of the facility.

- Finance Management - Adhere to the Budgets allocated for facilities and also should be able to make recommendations on cost reduction in the facilities and admin domain.

- Should be able to improve efficiency also reduce operating costs.

- Supervising multi-disciplinary teams of staff including maintenance, Housekeeping, Security and Tuck Shop.

- Ensure that the Vendors pertaining to facilities meet Compliance requirements.

- Formulate and implement strong admin policies

Security Management

- Supporting Security Vertical in implementing policy, standards, guidelines and procedures to ensure fool proof physical systems.

- Planning, implementing and monitoring of effective physical protection of employees/facilities and electronic security, Support in selection of equipment, deployment of security personnel, their training and conduct of security performance audit.

- Assist in Implementing systems / measures to establish and maintain security standards in compliance with statutory norms.

- Coordination of the organization's crisis response, planning for external disaster and emergency management.

- Assist in Upgrading security and access control systems - gadgets, monitors, sensors, CCTV and access control devices based on need.

- Develop innovative methods to resolve emergencies when called upon by management in any crisis.

Safety Management (EHS)

- Lead the EHS activities for the site

- Ensure high level of safety awareness among the employees and also in the Facility.

- Assist in conducting regular safety training for - on roll and contract employees- and periodical audits, in accordance with the EHS compliance requirements (basis company EHS policies and the local regulations)

- Assist in Auditing the - firefighting- system as per relevant provisions and zero tolerance to any adverse aspect on the efficacy of the system.

- Support in Fire training and regular conduct of evacuation exercises along with the ERT team.

- Ensure High level preparedness for crisis management.

- Organise safety programs and initiatives to build awareness on safety

Facility Management

- Must have Adequate knowledge and hands on experience on operation and preventive maintenance of Facility related Equipment’s.

- Ensure serviceability of HT & LT electrical installations and equipment's to minimize energy cost and Zero breakdown.

- Monitor the Serviceability and uninterrupted operation (Electrical, UPS etc).

- Well versed with operation and maintenance of HVAC systems

- Oversee the Activities of plumbing and sewerage system including treatment of effluent and waste disposal as per local authority's waste disposal plan.

- Implement Preventive Maintenance schedule of all the above systems to ensure minimum breakdown

- Ensure Effective environment - friendly Pest Control measures implemented to keep the premises, pests and rodent free.

- Selection of vendors for Annual Maintenance Contract for maintenance of facilities beyond in house capabilities.

- Conduct incident reviews and Root Cause Analysis.

- Compile MIS documents, reports and returns and analysis done for Management.

- Identify infrastructure gaps and work with IBC to rectify them.

- Ensure proper usage of front office, parking area, gym area, wellness, tuck shop and all other common areas etc

Housekeeping management

- Ensured excellent standards of house keeping.

- Optimum deployment of housekeeping manpower and materials.

- Oversee the Training of contract staff employed in housekeeping.

- Ensure high morale of housekeeping staff.

Professional Vendor Management

- Identify and share effective and economical vendors for facility maintenance

- Audit of deliveries by vendor.

- Verify & process payment of invoices.

- Periodic meetings with vendors.

People Management & Employee Welfare

- Implementing the policies as applicable.

- Managing and monitoring the performance of multi-skilled and multitier technical, security and housekeeping workforce.

- Resolving staff grievances and addressing issues reported by employees at workplace.

- Enabling discipline and preventive measures for minimizing violations of rules and regulations at the workplace.

- Leading Operations council and ensuring closure of the open items on a timely basis and communicating effectively with the employees on status update

- Providing the administrative support employees would require in terms of stationary, visiting cards, forex etc

- New joiner orientation and support on ID badge, Access Card, parking sticker, stationaries etc.

- Support on company wide event like fun activities, team outing, townhalls etc.

- Organise transport facilities for employees during late working hours

Canteen Operations

- Oversee Canteen operations

- Measures implemented to prevent pilferage of food and materials.

- Ensure safety aspects of Kitchen implemented by the vendor.

Visitor Management

Provide transportation support for visitors.

Booking meetings, seminars, and conferences, and organizing catering for them

Booking flights, hotel rooms, and restaurants for visitors