Duties Responsibilities
- Oversee day-to-day office operations, including the management of office supplies, equipment, and facilities.
- Serve as the Single Point of Contact (SPOC) for arranging comprehensive travel itineraries, including Flight/Train/Bus/Cab bookings. Facilitate seamless coordination between staff and external vendors throughout the travel booking process.
- Support the Admin In charge/HOD in securing hotel accommodations and local transportation for staff members.
- Coordinate meetings, conferences, off-site events, handling venue bookings, catering arrangements, and preparing necessary materials.
- Manage the Uber Corporate portal, handling user registrations and processing travel claims.
- Ensure well-maintained meeting rooms, conference facilities, and lecture halls, allocating them as per requirements.
- Collaborate with HOD, HR, and CEO office to optimize space utilization within the facility. Plan and allocate office layouts, storage areas, meeting rooms, and common spaces.
- Coordinate moves, expansions, or reconfigurations, minimizing disruption to daily operations.
- Prepare and manage the facility budget, overseeing operational expenses, maintenance costs, and capital expenditures.
- Verify and process Pan India invoices, petty cash statements, local conveyance, and travel expenses.
- Prepare purchase requisitions and coordinate with the central Admin team for procurement and timely delivery.
- Assist HOD in developing and executing preventive maintenance programs for optimal facility infrastructure, equipment, and system operation.
- Coordinate with maintenance staff or external contractors for repairs, renovations, or upgrades.
- Manage facility service Annual Maintenance Contracts (AMCs) and Rate Contracts for Maintenance, Security, Housekeeping, Waste Management, and Energy Management.
- Generate regular reports on facility performance, maintenance activities, budget utilization, and other key metrics.
Requirements- Skills Competencies
- Strong knowledge of building systems, maintenance practices, housekeeping and regulatory compliance.
- Sound knowledge of office procedures
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion and confidentiality
- Strong negotiation skills.
- Familiarity with sustainability practices and energy management is desirable.
- Ability to handle multiple tasks and work under pressure
- Excellent organizational and problem-solving skills.
Requirements- Education work experience
- Bachelors degree in Facility Management, Business Administration or a related field.
- 5 to 10 years of proven experience in facility management, travel coordination office administration including managing multiple facilities.
