Admin & Facilities Manager

3 weeks ago


Ahmedabad, Gujarat, India Ascendion Full time

Designation: Admin & Facilities Manager

Key Responsibilities:

  • Develop and implement workplace solutions to optimize business & employee efficiency, collaboration & productivity.
  • Plan, organize, direct the work activities of team members to provide prompt & efficient services to internal customers.
  • Ensure healthy & hygienic operation of cafeteria through identified vendors.
  • Manage procurement, upkeep, maintenance, & efficient running of a fleet of vehicles.
  • Evaluate support services, identify needs, anticipate problems, & develop corrective action plans.
  • Analyze & put in place systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, office stationery, & parking management.
  • Formulate emergency evacuation procedures & handle crisis management as well as business continuity plans.
  • Conduct facility audits as per checklists & ensure work is completed as per requirement.
  • Act as an active member of the team for arrangements for annual events, conferences, seminars, & other events organized from time to time.
  • Update MIS of the Administration team & day-to-day maintenance of data.
  • Maintain Standards & Inventories of fixed & capital assets.
  • Oversee inventory of housekeeping inventory (spares, stores, consumables) & ensure required stock is always maintained at the facility.
  • Keep record on Invoice procedure & payment process.
  • Track AMC (Annual Maintenance Contracts) records & coordinate with the concerned vendors to complete the task.
  • Ensure all contractual agreements (AMCs) with vendors are available & renewed periodically.
  • Prepare rosters, clubbing of vehicles, preparing vehicle compliance report etc.
  • Partner with Procurement Team in Vendor Management (arranging monthly / quarterly meeting / reviews with vendor for feedback & the services provided)
  • Liaise with building facilities staff / office landlords, Municipal Authorities, Local Police & other local Govt. Agencies as per requirement.

Skills Required:

  • 8-10 years of experience in Admin & Facility Management, preferably in administration function in a mid to large size ITES or Professional Services organization.
  • Experience in managing facilities for sites which includes space management, cafeteria operation, transport, procurement, technical & soft services, & real estate operation.
  • Excellent verbal & written communication skills.
  • Excellent stakeholder management skills.
  • Excellent interpersonal, negotiation & conflict resolution skills.
  • Strong organizational skills.
  • Excellent time management skills with a proven ability to work in a high-pressure environment.
  • A balance between strategic & operational focus.
  • Ability to act with integrity & professionalism.
  • Should have sound knowledge of MS Office and proven ability to manage daily activities using various IT tools & systems.
  • Basic knowledge of electrical systems, fire systems, water supply & drainage systems & office security/surveillance systems is desirable.

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