Admin Manager

Hi All We are having urgent opennig for Admin Manager with one of our client Gurgaon Role and Responsibility Admin Manager The Administrative Facility Manager is responsible for the day-to- day management of premises Responsibilities cover facility operations 24x7 health safety security environment procurement of goods and services transport cafeteria management travel agency coordination and Landlord management Also to maintain good relationship with other companies in Vatika for any help in emergency Key Responsibilities Planning and creating a framework for entire facility management operations Governance Monitoring Controlling and Reviewing Admin FM Services Facility management plan covers various activity planning and making the short- and long-term plans creating the process guidelines for all sub functions of facility crating SOPs aligning the team to execute the same to ensure that 24x7 operations run without interruption This includes all necessary consumables like water beverages HK consumables stationery and toiletries items etc planned preventive maintenance activities BIP building inspection plan availability of common services Prepare annual facilities management plan like AMC and other repairs and maintenance to ensure the best working environment for employees Ensures the office complies with Group standards of upkeep and safe environment Ensures all important signages covering all required compliance etc to ensure an ideal workplace Undertakes and reviews office risk assessments identifying hazards and completing actions to mitigate their risk if any Arranges emergency procedures including fire security and first aid support availability of ambulance wheelchair etc Undertakes daily inspections of the office and get the things in order if anything is noticed out of place Close monitoring the consumptions and take corrective actions if there are any wastage happening Ensures staff is made aware of and follow Health Safety and Security procedure Creates awareness in the staff about the admin services facilities available in the premises Ensures all accidents and near misses plus Health Safety and Security incidents are reported recorded and investigated as required Plans and controls Safety and Security of the premises with the help of CCTV access control and visitor management system etc Engages competent office service suppliers and carries out due diligence on them monitors office service supplier performance throughout the contract and gives feedback as and when needed Ensures all vendor contracts and terms of services as per standard guidelines Onboarding of vendors and setting expectations for their deliveries Ensure periodic maintenance and upkeep of all equipment used in office such as air conditioners pantry equipment fire equipment etc are being managed by FM vendor timely and records being maintained Conduct performance review of vendors and suppliers Ensure that proper feedback process is available at workplace to get the feedback of employees Display of shift cell nos for easy connect by employees regarding any admin related query concerns To ensure that sufficient stock of consumable is being maintained by FM team at site and ordering happening timely to avoid any zero stock situation Coordinate with builders for effective management of building management services Monitor the spend and ensure that there is no wastage To ensure that moral of team is high always so that they happily execute any given assignment in addition to the routine work Ensure that FM agency is providing proper trainings and time to time briefing to them on some important topics along with motivation and personal touch Closely working and guide them at every step to plan and execute daily weekly tasks Monthly Management Review with FM vendor Monitoring and controlling of the expenses and alert to control any wastage Exploring innovative ideas for improvement of processes be it cost saving or process improvement Promptly acting to resolve any incident accident etc to ensure that our employees are safe Monitoring the drop of transport and ensure all basics are met by transport vendor managing escalations and ensure that same is not repeated in future Regular meeting with transport vendor landlord for various ongoing challenges and ensure that things are streamline and operations do not suffer Supporting all company events be it inhouse townhalls or events at external venue Organising transport helpdesk time to time for employees for resolution of query and concerns Establishing floor warden team and provide them proper training to ensure the safety of employees are not compromised Managing visitors and clients as per guidelines of management Technical Operations responsibilities Maintenance and repair of equipment and infrastructure This includes regular inspections identifying maintenance issues prioritizing repairs and coordinating with technicians and contractors to ensure that all repairs and maintenance are completed in a timely and cost-effective manner Energy management and sustainability initiatives This includes monitoring energy usage and implementing strategies to reduce energy consumption such as implementing energy-efficient practices and renewable energy sources and reducing waste and increasing recycling Compliance with regulations and safety standards This includes ensuring that all facilities are compliant with relevant regulations and safety standards such as building codes fire safety regulations and environmental regulations Budgeting and cost management This includes managing the budget for facility maintenance and repairs as well as capital projects and identifying cost-saving opportunities Disaster planning and emergency response This includes developing and maintaining a disaster plan that outlines the steps to be taken in the event of a natural disaster fire or other emergency and ensuring that all staff and stakeholders are aware of the plan and trained to respond appropriately Record keeping This includes maintaining detailed records of all maintenance and repairs including the date cost and nature of the work performed and ensuring that all records are up-to-date and easily accessible Team management This includes managing a team of technicians responsible for performing maintenance and repairs providing training and support to ensure that they have the skills and knowledge necessary to perform their duties and conducting regular performance evaluations ENGINEERING OPERATION AND MAINTENANCE SERVICES Preventive maintenance This involves scheduled maintenance activities such as inspection lubrication and cleaning designed to prevent equipment failure and minimize downtime Corrective maintenance This involves repairing or replacing equipment that has failed or is not functioning properly Predictive maintenance This involves using data and analytics to predict when equipment is likely to fail allowing for preventive maintenance to be scheduled before a failure occurs Facility management This involves the ongoing management of buildings and structures including maintenance of heating and cooling systems lighting plumbing and electrical systems Energy management This involves optimizing energy usage to reduce costs and improve sustainability Equipment upgrades This involves upgrading or replacing equipment to improve efficiency safety or reliability Regulatory compliance This involves ensuring that all equipment and systems comply with relevant regulations and standards Life-cycle management This involves managing the life cycle of equipment and systems including planning for replacement or upgrade as equipment approaches the end of its useful life PLANNED PREVENTIVE MAINTENANCE A planned maintenance program is the key to protecting the facility and ensuring its long-term trouble-free operation The planning of maintenance work requires consideration of more and varied cost factors Most of the activities in the planned preventive maintenance program may be performed by ESPL technicians Supervisors outsourced under the guidance of ESPL facility management team Refer PPM Planned Preventive Maintenance planner Process as below PM PPM For all PM PPM scheduled for next month applicable SWMS Safe Work Method Statement work permits must be signed by EHS Environment Health and Safety Environment Health and Safety Engineer lead and Client before the end of current month NC PM Preventive Maintenance work For any non-controllable PM work applicable SWMS work permits must be signed by EHS Engineer lead and Client before 72 hours from schedule Unscheduled Repair and Maintenance For any Unscheduled Repair and Maintenance work applicable SWMS work permits must be signed by EHS Engineer lead before 24 hours from schedule Breakdown Repair and Maintenance during weekend Emergency - For any Unscheduled Repair and Maintenance work applicable SWMS work permits must be signed by FM Facilities Management before start of activity and immediately all SWMS and permits need to share as per emergency call tree for information and closure meeting If interested please send updated resume on gareema awasthi cielhr com