Assistant Manager, Facilities and Administration
Job Description Summary
Experienced Admin professional in a medium to large-scale end-to-end facility setup, vendor management, budgeting, process management and compliance, with proven record of displaying cost and efficiency improvements in day-to-day office operations. Good knowledge of all technical aspects of running a facility with minimum employee strength of 400+.Should be proficient in MS Office, including Power apps.Minimum Graduation with 7+ years hands-on Facilities management experience in a shared building/campus environment.Job Description
Facilities Management
- Ensure that all housekeeping/security/maintenance staff follow the laid down procedures pertaining to service delivery, conduct and grooming standards at site. Supervise all day-to-day activities for helpdesk, security, maintenance, and housekeeping team.
- Responsible for ensuring proper functioning of the office infrastructure and managing facilities.
- Ensure monitored safe usage of all office equipment, maintenance of fire safety equipment, implementation of corrective and planned preventive maintenance schedules.
- Oversee timely closure of employee concerns and requests pertaining to facilities.
- Cafeteria and pantry management.
- Responsible for front office maintenance and call management.
- Ensure administration staff members are trained on best practices in their roles.
- Oversee deployment and staffing of cleaning staff, domestic staff for non-technical facilities.
- In charge of inventory control; check and stock stationery, paper, sundries, and issue of purchase requisitions
Logistics
- Manage fleet of taxis utilized for employee pick and drop. Manage and supervise route preparation, real time pickups etc.
- Responsible for travel booking and stay arrangements for associates on official visits.
- Associate relocation management.
Budget and Planning
- Manage Operations budget and preparation of MIS, ensure cost optimization without compromising on quality.
- Work closely with Finance and HR team on monthly/quarterly/annual budget; Procurement planning.
- Provide reports to management on a regular basis on the activities managed and cost cutting initiatives.
Lab Management support
- Coordinate with the SEZ, customs and internal stakeholder and ensure timely delivery of all samples, equipment.
- Work closely with the Lab team and ensure all follow industry standards and safety regulations for handling and disposing of test samples. Manage and maintain MSDS for all lab samples.
- Responsible to preventive maintenance of Lab infrastructure.
- Support procurement related to Lab setup.
Employee Health and Safety
- Participate in audit process (BCM/BCP) for Administration function.
- Ensure the center meets health and safety requirements.
Contract& Procurement Management
- Manage and oversee all procurement activities for assets, office supplies, vendors, etc. like requisition processing, contracting and purchase order processing.
- Manage vendor accounts for the above including payment, performance, escalation, and conflict resolution.
- Undertake clearance of tax invoices.
- Oversee the procurement of office equipment and furniture.
Reporting and MIS
- Maintaining MIS data, daily report, weekly report, Monthly report etc.
- Provide reports to management regularly on the activities managed and cost improvement initiatives.
- Identify cost optimization opportunities in one or more areas covering materials procurement, engineered/designed goods, inventory management, contracts/services procurement without compromising quality.
- Preparation of annual facilities budget for all relevant requirement eg, capex, opex, services etc.
Primary Work Location
IND Bengaluru - Technology CampusAdditional Locations
Work Shift
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