Analyst, Admin and Facilities

4 weeks ago

bangalore, India ReSource Pro Full time
Purpose of the Position:
Supervises the admin and Facility department, including staff and contractor management, materials/inventory, key accounts, facilities and various office operations. Planning and coordinating administrative procedures and systems and devising ways to streamline processes. Ensure effectiveness and efficiency while maintaining or reducing various costs.
Principal Responsibilities :
1
General Administration & Facilities Management:
Conduct regular facilities inspections to identify maintenance needs and safety hazards, ensuring a safe and well-maintained environment for all occupants.
Able to coordinate Facilities operation and maintenance works and the contracts on regular basis.
Manage relationships with external vendors and contractors to ensure high-quality work and cost-effective solutions for facility maintenance and improvement projects.
Prepare contract agreement(s) with BOQ, scope of work, specifications, statutory compliance, Service Level Agreements, Key Performance Indicators and other conditions of contracts.
Ensure compliance with all relevant health and safety regulations and building codes to maintain a safe and compliant facility.
Respond to facility-related emergencies promptly and efficiently, addressing issues with a sense of urgency.
Develop and implement a standard document control process to streamline facility management operations.
Assist in budget planning and monitoring for facility-related expenses to ensure financial efficiency and accountability.
Collaborate with other departments to support their facility-related needs and requirements, fostering a cohesive and supportive work environment.
Must be excel in preparing MIS and Annual Reports using latest tools & applications.
Negotiating and executing AMCs for maintenance of office infrastructure and ensure all assets are covered.
Proper documentation of all office assets and detailed review and ensuring maximum utilization of resources.
Muster all the housekeeping and security staff of the shift and communicate the priorities of the day.
Negotiating and executing AMCs for maintenance of office infrastructure and ensure all assets are covered.
2
Security Management:
Providing leadership & direction for the Security team within the Campus. Loss prevention, Fire Safety & Emergency Management is key functions apart from training Security Staff on security procedures.
Monitoring of office security systems including Access control system, CCTV and providing compliance reports to Management.
Management of both physical and automated security systems including the security workforce, access control systems that ensure security of employees and office equipment’s.
Conduct security audit and monitor all the security records are updated daily basis.
Maintaining attendance and shift roster for the securities
3
Housekeeping Management:
To supervise and monitor the housekeeping services for providing clean, health and hygienic working environment.
Planning, organizing and directing team members to ensure the highest degree of guest satisfaction.
Purchase, re-order and maintain housekeeping supplies and inventory.
Conduct pre-event inspections of all discussion rooms, workstations, reception areas, pantry, washrooms, server room etc.
Maintain the housekeeping budget, providing billing summaries and expenses for all pre and post events.
4
Public Relations :
Responsible for public relations including liaison with all local statutory body i.e. Customs & Central Excise, SEZ, BESCOM, BWSSB, Police, DoT, KSPCB etc.
5
Others:
Yearly Admin contract renewals.
Monthly & Annual Administrative Budgeting.
Owning Internal & external Audit requirements.
Preparation of Monthly MIS, MRM & its presentation.
Should have good negotiation skills. Ability to document all Admin processes, establish & publish SLA’s.
Ability to handle multiple projects, against tight timelines.
Detail-Oriented and resourceful & abilities to multi-task effectively.
Education Background:
Major
Business Administration, Operation Management, Engineering, or a related field to provide a strong foundation for facility management responsibilities.
Degree Bachelor
Licenses/Certificates
Certification in facilities management or related field is a plus ( SFP, FMP, BIFM, IWFM , etc.),
Working Experience:
Minimum 5-6 years’ experience working in admin and facilities function
• Proven experience in Facilities/Quality/Hospitality Management or a similar role, demonstrating expertise in managing facility operations effectively.
• Strong knowledge of contracting document skills to facilitate clear and effective communication with suppliers and contractors.
• Recommended to have good career track record with reputed IT/ITES/FM companies.
Competencies, Skills and Behaviors
team management skills
negotiation and communication skills
team player
communication skills (verbal and business writing)
problem solving skills

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