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 Bangalore - Technology Campus

Additional Locations

Work Shift