Title: Lead - Admin
Location: Vadodara
Shift: Rotational Shift
Job Responsibilities:
- Develop and implement workplace solutions to optimize business & employee efficiency, collaboration & productivity
- Plan, organize, direct and control the work activities of the team members in order to provide prompt and efficient services to internal customers
- Ensure a healthy and hygienic operation of cafeteria through identified vendor/s
- Manage procurement, upkeep, maintenance and efficient running of fleet of vehicles
- Evaluate support services, identify needs, anticipate problems and develop corrective action plans
- Analyze and put in place required systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, office stationery and parking management
- Formulate emergency evacuation procedures & handle crisis management as well as business continuity plans
- Conduct facility audits as per the checklists and ensure that work is completed as per requirement
- Act as an active member of the team responsible for arrangements for annual events, conferences, seminars and other events of the company organized from time to time
- Update MIS of the Administration team and day-to-day maintenance of data
- Maintain Standards and Inventories of fixed and capital assets
- Oversee the inventory of housekeeping inventory (spares, stores, consumables etc.) and ensure that required stock is always maintained at the facility
- Keep a record on Invoice procedure and payment process
- Track AMC (Annual Maintenance Contracts) records and coordinate with the concerned vendors to complete the task
- Ensure all contractual agreements (AMCs) with the vendors are available and renewed periodically.
- Prepare rosters, clubbing of vehicles, preparing vehicle compliance report etc.
- Partner with the Procurement Team in Vendor Management (arranging monthly / quarterly meeting/reviews with vendor for feedback and the services provided)
- Liaise with building facilities staff / office landlords, Municipal Authorities, Local Police and other local Govt. Agencies as per requirement
Required Skills, Experience & Qualification:
- Undergraduate or Postgraduate in any domain
- Additional qualification / certification in property, building, facilities or hospitality management preferable
- 5-7 years of experience in Admin & Facility Management, preferably in administration function in a mid to large size ITES or Professional Services organization
- Experience in managing facilities for sites which includes space management, cafeteria operation, transport, procurement, technical & soft services and real estate operation
- Excellent verbal and written communication skills
- Excellent stakeholder management skills
- Excellent interpersonal, negotiation and conflict resolution skills
- Strong organizational skills
- Excellent time management skills with a proven ability to work in a high-pressure environment
- A balance between strategic and operational focus
- Ability to act with integrity & professionalism
- Should have sound knowledge of MS Office and proven ability to manage daily activities using various IT tools & systems
- Basic knowledge of electrical systems, fire systems, water supply & drainage systems and office security/surveillance systems is desirable
