Adminstration Officer

**Purpose**

This incumbent acts as the primary contact point for a NCDOE’s employees to provide support in administrative, Facility Upkeep, Housekeeping, Travel, Event Management, Security, Office Supply etc. The ultimate goal is to ensure the daily administrative procedures of a company run smoothly and efficiently. Responsibilities include Welcoming External Stakeholders, overseeing the Housekeeping teams, Building Maintenance Vendors, Office Stationary, Flight Booking, Stay Arrangements, Local Transport, Security ops etc.

**Duties & Responsibilities**
- Oversee day-to-day office operations, including the management of office supplies, equipment, and facilities.
- Serve as the Single Point of Contact (SPOC) for arranging comprehensive travel itineraries, including Flight/Train/Bus/Cab bookings. Facilitate seamless coordination between staff and external vendors throughout the travel booking process.
- Support the Admin In charge/HOD in securing hotel accommodations and local transportation for staff members.
- Coordinate meetings, conferences, off-site events, handling venue bookings, catering arrangements, and preparing necessary materials.
- Manage the Uber Corporate portal, handling user registrations and processing travel claims.
- Ensure well-maintained meeting rooms, conference facilities, and lecture halls, allocating them as per requirements.
- Collaborate with HOD, HR, and CEO office to optimize space utilization within the facility. Plan and allocate office layouts, storage areas, meeting rooms, and common spaces.
- Coordinate moves, expansions, or reconfigurations, minimizing disruption to daily operations.
- Prepare and manage the facility budget, overseeing operational expenses, maintenance costs, and capital expenditures.
- Verify and process Pan India invoices, petty cash statements, local conveyance, and travel expenses.
- Prepare purchase requisitions and coordinate with the central Admin team for procurement and timely delivery.
- Assist HOD in developing and executing preventive maintenance programs for optimal facility infrastructure, equipment, and system operation.
- Coordinate with maintenance staff or external contractors for repairs, renovations, or upgrades.
- Manage facility service Annual Maintenance Contracts (AMCs) and Rate Contracts for Maintenance, Security, Housekeeping, Waste Management, and Energy Management.
- Generate regular reports on facility performance, maintenance activities, budget utilization, and other key metrics.

**Requirements
- Skills & Competencies**
- Strong knowledge of building systems, maintenance practices, housekeeping and regulatory compliance.
- Sound knowledge of office procedures
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion and confidentiality
- Strong negotiation skills.
- Familiarity with sustainability practices and energy management is desirable.
- Ability to handle multiple tasks and work under pressure
- Excellent organizational and problem-solving skills.

**Requirements
- Education & work experience**
- Bachelor's degree in Facility Management, Business Administration or a related field.
- 5 to 10 years of proven experience in facility management, travel coordination & office administration including managing multiple facilities.

In 1981, Shri Vile Parle Kelavani Mandal (SVKM) established Narsee Monjee Institute of Management Studies (NMIMS) to meet the growing demand for management education. In 2003, NMIMS was declared a deemed to be university under Section 3 of the UGC Act 1956. The Vision of the University is to be a globally admired University by 2030. The Mission of NMIMS is to emerge as a Centre of Excellence, best in class in India and Asia and yearning to be the best in the world by 2030.

With the legacy of 40 years, NMIMS has grown to being not only one of the top-10 B-schools in India but also emerged as a multi-disciplinary, multi-campus University at Mumbai, Navi Mumbai, Indore, Shirpur, Dhule, Bengaluru, Hyderabad and Chandigarh and seventeen constituent schools that include Management, Family Business, Engineering, Pharmacy, Architecture, Commerce, Economics, Law, Science, Liberal Arts, Design, Performing Arts, Mathematical Science, Agricultural Science, Hospitality Management, Branding & Advertising and Distance Learning. In addition, we have nine Centres of Excellence as well at the University.

The consistent academic quality, research focus, faculty from top national and global institutes and strong industry linkages at NMIMS have placed it amongst the nation's prime centres of educational excellence and research today. More than 17000 students and about 750 full-time faculty members, 10 faculty members with Fulbright Scholarship and Humboldt International Scholarship for post-doctoral researchers are part of India's most sought after academic community.