Facility Administrator

7 months 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 bi-monthly 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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