About the Role:
We seek a highly motivated Admin and Facilities person to whom the whole office staff reports. This position is responsible for overseeing all aspects of property administration, including budgeting, facilities management, vendor coordination, and HR onboarding. The candidate needs to have experience in managing staff, analyzing financial data, and maintaining inventory.
Key Responsibilities
- General Property Administration: Responsible for management planning, operating controls and performance analysis as it relates to the company objectives. Is responsible for the development of new procedures, processes, and the analysis of the Administration process. S/He will review and suggest improvement in the existing process & procedures periodically. Assists in the preparation of budgets.
- Admin & Facilities: Responsible for providing support services to Business Units/internal Customers/Stakeholders. Responsible for carrying out day to day administrative duties such as coordination and managing workspace management, floor maintenance, support functions & events, etc.
- People Management: Will handle or support all aspects of vendor coordination in areas relating to canteen, stationery, premise, maintenance etc. Has complete responsibility to manage the administration function in a cost-effective and efficient manner. Responsible for appraising and evaluating vendor performance based on cost and efficiency parameters.
- Travel and Logistics: Manage flight bookings and travel arrangements for employees, ensuring cost-effectiveness and adherence to company travel policies. Reimbursement claims checking and validation.
- HR related: Month end reconciliation of leaves and normalization. Develop and implement shift plans for staff, optimizing resource allocation and ensuring smooth operations.
- Inventory Management. Oversee inventory levels of critical supplies and equipment, including forecasting needs, placing orders with vendors, and managing stock levels. Implement reorder points to avoid stockouts and maintain efficient operations.
- Vendor Management: Source and work with vendors for various needs such as travel, office supplies, equipment maintenance, and infrastructure services. Manage vendor relationships, ensuring timely delivery of services and adherence to agreements.
- Facilities Management: Oversee infrastructure upkeep and maintenance activities, including preventive maintenance schedules, repairs, and coordination with vendors for service and repairs. Manage infrastructure budgets, ensuring efficient allocation of resources. Conduct regular inspections to identify potential issues and take corrective actions to prevent disruptions.
- Payments: Responsible for verification of all invoices and bills for their correctness and match with the Purchase order/Contract before processing the same for payment.
Knowledge, Skills and Experience
- 5+ years of experience in Administration and facilities/property management
- Experience in Vendor management
- Good communication, & management skills
- Trustworthy and honest
- Knowledge of English, Hindi and Kannada
- Budgeting and budgetary controls
