General Services Assistant

**Position Description**:
**Title : Dy Mgr/Asst Mgr Admin & Facility Management**:
**Reports To : HOD- Administration & Facilties**

**Qualifications**:

- Bachelors / Masters / Mgt Degree in any field with prior experience of Min 8 to 10 years in the field of facility management.
- Experience in Automotive/IT /Service industry would be preferred.
- Qualification /Knowledge of Labour laws would be of added value.

**Skills**:

- Result oriented Team player and ability to handle crisis /requirements 24 x7.
- Thorough training/knowledge in Administration & Facilities Domain.
- Orientation of Pune and PCMC area with Transport management skills
- Good communication skills in English ; preference in customer language.

**ROLES**:

- To Manage Office Administration & Facility Management of the company.
- Liasoning with govt officials ,handling emergency situations.
- Support to the Admin Head

**RESPONSIBILITIES**:
**FACILITY MANAGEMENT**
- Planning & Managing of works, budget, requirements of his job purview.
- Managing team of about 45-50 TPC employees. ( Office Boys, Housekeeping Staff etc)
- Ensure hygiene ,sanitation and cleanliness of the entire premises 24 x7.
- Managing of pest control services.
- Ensuring entire communication like telephones, mobiles services & data card & International travel card requirement & operationally compliant.
- Stationary management including photocopy machines, fax maintainence, visiting cards, access cards & controls.
- Maintaining inventory towards provision items, stationary, grocery ,cutlery, toiletries etc.. always Ensuring stock availability to cater any emergency requirements
- Asset & Inventory management: maintaining of company assets.
- Food Management including canteen, Tuck shop; pantry and weekend requirements. This includes tracking & verification of vendor counts & requirements. Management of the Food committee
- Employee Clothing & Facilitation towards various requirements.
- Event Management: All event management with the help/support to HR & IDP department in various activities like walk-ins / annual day/ employee engagements. Support to CSR activities.
- Also arrangements for various Conferences / Discussion /Meeting & Training rooms as per requirement.
- Responsible for guest house management includes rent, power, and operational conditions of all amenities. Attending to guest house queries as escalated by Technical Assistant.
- Support in documentation towards all HSE (ESH) requirements. Should have knowledge pertaining to EMS ( ISO 14001) & TISAX - Data Security.
- Expat Management: Coordination and arrangement of residential premises for expats including school & other settlement support to expats. Ensuring timely payment of all requisites for distress free stay of expats. Planning & coordinating expat first time trips (e.g. Pune touring, residential area site seeing, school visits ).
- Transport Management: Employee buses facility, pool car etc. Tracking of routes ensuring vehicle timeliness and safety.
- ERT Team Management: Responsible for managing the ERT team, conducting the mock drills with HSE manger.
- Garden & Landscape: management of garden & landscape with proper supervision to the vendor.
- Active support to sports committee in planning, arrangement and execution of sports events during the year.
- IBMS Management: Fire & Access Control system Management including CCTV, FAS etc.
- Security Management: Man & material security & ensuring safety of the premises.
- ** Any other activity as assigned by the Head-Administration**

**DOCUMENT MANAGEMENT**:

- Planning & Managing of works, budget control & timely review
- Preparation of Admin MIS and submit to reporting head by every 10th of the next month.
- Material movement recording of the company (PPV, IT and general items)
- Records and upkeep of all the assets including purchases through STPI.
- Monthly & annual closing inventory inward and outward on or before last working day of the month/ year.
- Processing and approving of all bills for pertaining to his portfolio
- Allianz documentation responsibility

**AUTHORISATION**:

- To decide on office boys needed to complete the admin tasks.
- To take decision incase of shortage of food for employees based on limits prescribed.
- To decide on administrative standards for FTCI.
- To decide necessary action in case of emergency/accident.

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