Admin Executive-chennai Location

7 months ago

Chennai Tamil Nadu, India BOT VFX Full time

POSITION **SUMMARY**:
BOT VFX, a post-production services company in the entertainment industry with global clients, is looking for a mid-level position “Admin Executive” on a permanent role basis. The scope of responsibilities involves the entire life-cycle of facility management & Operations, delivering of administrative services, travel and hospitality services.This role reports into the Admin Manager and dotted line basis to the Head of HR & Admin..

**POSITION** **RESPONSIBILITY**
- Handle **Travel & Accommodation requests **for the employees based on the policy guidelines.
- Knowledge on framing Admin and facility related **Policies & Processes **based on the requirements.
- **Procurement and Vendor negotiation **for office equipment/supplies, repairs, maintenance, AMC and services in coordination with the Finance and procurement team.
- Help conduct **Security Audits **to ensure the physical security standards are met.
- Drive **Employee Health and Safety (EHS)** programs
- Manage all **Non-IT Assets **and ensure regular audit and tracking of all the assets.
- **Facility Management. **Manage the housekeeping vendor/s for upkeep and clean maintenance of facilities at all times. Daily Floor Walk Audit, day to day operation, building team coordination for parking, repair & maintenance, events, client visits coordination and logistics
- Coordinate with **Vendors **for quotation, negotiation, approval, agreement, supply, service & Invoice submission.
- **Event Management **Event celebrations coordination for purchase, training & meeting arrangements.
- **Security Management. **Physical security, parking, BMS, CCTV monitoring, attendance, registers, reports & handling audit documents.
- Ensure positive customer feedback. Handling **Employee queries** received through mails and ticketing tools. Ensure faster resolution of queries.
- **Establish & Implement SOPs for Routine Facility Operations. **Develop clear guidelines and SOPs for the upkeep of facilities. Ensure proper training around those SOPs.
- **Data Management **Tracker for ticket booking, accommodation, attendance, materials, food, snacks, first aid, petty cash, security registers..
- **Budgeting and Cost control. **Ensure the spends are within the allocated budgets and cost savings shown year on year.
- **Initiatives & new Idea generation. I**nnovation, process enhancements for the organization growth & employee satisfaction.
- **Good knowledge in handling technical & engineering **for the AC, UPS, Data center, Server, dehumidifier, AMC, electrical, plumbing, carpentry & civil.

REQUIRED **SKILLS**
- At least 4-6 years of experience in the areas of facility management and Administration is highly preferred
- Good written and verbal communication skills with the ability to effectively present information
- Must have strong grasp of productivity tools like Google Sheets, Google Documents, and MS office tools
- Ability to manage multiple internal and external stakeholders with a detailed process oriented approach
- Strong negotiation skills for getting a good deal for the organization

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