▷ [15h Left] Facilities Executive Soft Services

Job Description POSITION GOALS - To provide operational and administrative support to the Facility Management team assigned. - Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise. - Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager. - To provide timely reports to the Facility Management. Duties & Responsibilities - Provide support to the FM to ensure critical operational items are attended to within agreed time frames - To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc. - To assist with the site audits & floor walks to be undertaken on entire Client site - Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified - Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc. - Full responsibility of the site during the entire shift - Filing of site related documents including but not limited to challans, GRN's etc. - Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead - Ensure all processes are followed as per the Standard Operating Procedures of AON viz. Stationery, midnight snacks etc., material movement etc. - Timely submission of reports as requested by Asst Manager & Facility Manager - Ensure employee health & safety & related services - Ensure that appropriate vendor escalation process is followed - Ensure that all cleaning & maintenance schedules are adhered to - Ensure completing any specific responsibilities as specified by the managers - Tracking of Facility Operating Expenses - Processing of all invoices for payment first take approval of Client / FM and then submit to MIS and billing department. - Liaison with the client Finance team - Client billing / invoicing and follow up payments by clients - Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering - Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist. - Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated. - To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points. - Proper check on vending machines and photocopier machine reading. - Checking H.K attendance on daily basis. - To check food quantity, and Food testing before lunch/Dinner starts - Coordinating for Medical Emergencies as and when required - Take regular briefings of Help Desk/ Mail room Executive. - Provide management advice to Helpdesk for escalated issues. - Insure immediate response to priority Calls. - Coordinate with facilities helpdesk regarding the arrangements of the day. - Oversee the Front office Function during the shift - Ensure Visitors are promptly attended by FOE - Ensure that FOE has placed news paper and magazine in the reception area. - Oversee the Mailroom process during the shift. - Provide management advice to Mailroom for escalated issues - Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom, - To check the attendance of our vendor's employee. - Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria. - Manage the Inventory Control of all facility related items. - Maintain Proper Log Book and mention the follow up jobs if pending for the next shift. - Log book to be shown and signed by F.M every morning. KEY PERFORMANCE MEASURES - Reports on time - Zero stock out situations - Client Satisfaction - Front office and Helpdesk supervision Reports - Daily F&S Report - Daily facility round snag list - Monthly MMR Data - Monthly Dash Board Data