Facility & Admin Executive

**Role / Position **:Facilities & Admin Executive

**Education **:Any Graduate

**Experience **:1 - 3 Yrs.

**Salary **:10 - 20 K

**Notice Period **:Immediate Joiners

**Job Location **:MIDC, Andheri East, Mumbai

**Job Type **:Full-Time

**No. of Position **:1

**Key Skill Sets**:

- Provide general overall facility management services including continuous monitoring of IT Park building.
- Act as an interface with client, visitors and guests.
- Have a tactical planning, goals and objectives.
- Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility.
- Manage & maintain facility management tasks as assigned.
- Ensure appropriate follow up to ensure building is well maintained and tenants are happy.
- Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
- Ensuring that all floors are leased to various tenants and ensuring tenants satisfaction.

**VENDOR MANAGEMENT**
- Handle employee welfare such as ordering of refreshments for the office.
- In charge of company cleaning maintenance and contract.
- Maintain records and reports necessary to comply with Company, government, and accrediting agency standards, regulations, and codes.
- Maintains confidential records.
- Prepare monthly/quarterly/year-end reporting to ensure promptness and accuracy.
- Establish and maintain record-keeping system for contacts, files, and employee directory.

**RECEPTION**
- Perform counter duties, which include receipt of items/documents from couriers and attend to counter enquiries from end users.
- Sorting of mail items for distribution.
- Collection and distribution of mail items from/to designated work areas according to specified schedules.
- Processing of outgoing mail items.
- Preparation of forms, posting dockets, consignment notes, Weighing and franking etc.
- Recording, receiving, counting and recording of incoming mail items and/or hand-delivered items (e.g. registered articles, courier items, etc.)
- Handle incoming and outgoing calls, and route to appropriate employee.
- Take messages if employee is unavailable and share message with employee.
- Receive visitors and inform employee / director that visitor has arrived.
- Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors.
- Ensure visitors are offered refreshments while waiting.
- Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times.
- Answer and Soft Transfer to Calls.
- Manage conference room supplies and provide tea/coffee to participants in meetings.
- Redirect the request / concern to appropriate employee to handle.
- Track all necessary details of request / concern in tracker form.
- Summarize monthly customer request / concern data for sharing monthly operations report.
- Coordinate and Control Security Access Requirements.

**ADMINISTRATION**
- Greet and welcome guests and visitors - direct them to the meeting room and inform the appropriate staff.
- Be professional and pleasant while interacting with guests.
- Serving of refreshments for clients and guests, and assist in booking taxi services.
- Handle daily reception duties, answering of phone calls in a professional manner, and routing calls as necessary.
- Handle queries and address complaints.
- Schedule meetings, interviews, and appointments.
- Responsible for courier service, deliveries and mails.
- Assist in meeting rooms bookings and set up, prepare refreshments when necessary.
- Maintain and upkeep the reception area, meeting rooms and pantry area to ensure areas are clean and tidy at all times by coordinating with cleaner.
- Handles the maintenance of office equipment and keeps records of office inventory and pantry supplies to ensure sufficient stock at all times.
- Provide support for facilities maintenance and premises upkeep (e.g. Pest Control, Aircon repairs etc.).
- Provide general administrative support to the company which includes data entry, filing and scanning of documents.
- Maintains proper storage of files, ensuring that files are stored in a systematic manner allowing for easy access when required.
- Arrange printing of name cards, ordering of stationery and scheduling appointments.
- Other ad hoc duties as assigned by supervisor.
- Act as a point of contact for emergency issues and incident escalation for reception, administration and facility related matters.
- Maintain a filing system of all required documents.
- Maintain a visitor’s log book.
- Have an overview of the office expenses and costs.
- Help make travel arrangements or any other administrative help.
- Responsible for the organization and coordination of office administration duties and office procedures.
- Maintains office services by organizing office operations and processes.
- Oversee facility management matters such as fixed asset inventories, work-desk allocation, office access card, phone system, door sy