Facility Administrator

1 week ago


Navi Mumbai, Maharashtra, India NOV Inc. Full time

Administrative work
Couriers (outgoing)

  • Maintaining and cross checking office documents such as invoice, challan received.
  • Acquiring quotes and Issuing PO's for vendors
  • Supervising the work of support staff such as HK and Security
  • Coordinating with Vendors and keeping track of contract renewals
  • Maintaining AMC's (Air Conditioners, water purifier, coffee machine, pest control etc.)
  • Track stock of office stationary and other supplies and place order when necessary
  • Maintaining soft file such as outgoing couriers, catering service, medical insurance cards etc.
  • Support division's in ticket issuance as per requirements and instructions from Division

Housekeeping:

  • Coordinating with Housekeeping regarding their daily task and supervising their work
  • Coordinating with their supervisors when any one is absent or not reported to duty on time.
  • Coordinating for invoices and compliance documents.
  • Verifying invoices with the attendance and summiting to accounts for payment after receiving approval from HR.
  • Following up for payment of invoices.

Security:

  • Coordinating with security regarding the daily task and supervising their work.
  • Verifying all the registers maintained by the security and checking that the visitors register is maintained properly.
  • Coordinating with their supervisor for invoices and compliance documents.
  • Verifying the invoices and submitting for approval to HR and further to Accounts for payment. Following up for the payment.

Couriers:

  • Coordinating for overseas courier with the vendor
  • Coordinating for courier of parcels to be sent by surface and air
  • Coordinating for critical and time bound couriers.
  • Follow up and tracking of couriers
  • Updating the courier details in soft file in excel and connecting with the invoice soft copy for department allocations. Following up for payment
**Catering: - Checking the weekly menu and making changes as and when required

  • Coordinating when there is shortage in quantity of food
  • Giving feedback on the quality of food when required Updating the food allocation on daily basis and submitting to accounts with the invoice at the month end.

Coffee day machine:

  • A monthly maintenance of the coffee day machine is done.
  • Follow up is done with the service centre in case of delay in the servicing
  • All the consumables such as tea, coffee etc. is coordinated with the vendor and purchased
  • Order and follow up for supply of tetra pack milk on monthly and bimonthly basis. Invoices and challans of good received are maintained and verified.

Drinking water:

  • Drinking water Bisleri is purchased on monthly basis by sending enquiry and on receiving proforma invoice, advance cheque is issued.
  • Coordination regarding the supply of Bisleri drinking water. Tracking report on consumption is maintained for records only.

Stationary

  • All office stationary and other supplies are ordered on monthly basis.
  • Certain supplies are ordered as and when there is a request.
  • The materials supplied are maintained in the excel format on daily basis.
  • On receiving the invoice the challan are cross checked with the office copy and verified and submitted for payments. Purchase order is issued for supplies which is not in the quotation.
**Facility Management

Electrical work:

  • Coordinating with the vendor when there are electrical issues, which are informed and mentioned in the electrical register.
  • Getting quotations from the vendor for electrical work
  • Ensuring that the work is completed. Follow up for quotations and on time visits, as per the agreed AMC.

AC Maintenance:

  • A report of the maintenance work is recorded which is provided by the vendor As and when Ac maintenance is escalated, it is informed to the vendor and sorted out.

Carpentry:

  • Whenever issues related to carpentry work is escalated, the vendor is contacted for site visit.
  • Follow up for quotation
  • Negotiation on the rates
  • Put forward the quotation for approval
  • On receiving approval Purchase order is release and work completed. Verify invoice and compliance documents and after approval submit to accounts for payment.

Other facility maintenance work:

  • Coordination for Sudden electrical issues and follow up with MSEB and Perks.
  • Coordination for plumbing related work with the vendor.
  • Coordination for civil work whenever required, such as fixing of tiles, skirting's etc.
  • Every alternate day a visit of the office surrounding is done.


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