Manager Admin

4 weeks ago

Vadodara, India Ascendion Full time

Designation: Admin & Facilities Manager

Experience range: 8-10 years.

Shift timing: 6:00 PM to 3 AM (US shift)

Location: Vadodara, Gujarat

Website: www.ascendion.com

Responsibilities:

  • Develop and implement workplace solutions to optimize business & employee efficiency, collaboration & productivity.
  • Plan, organize, direct the 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 vendors.
  • Manage procurement, upkeep, maintenance, and efficient running of a 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.

Skills Required:

  • 8-10 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.

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