Facilities Admin

6 days ago

Hyderabad Telangana, India Jaggaer Full time

Overview:
The Facilities Manager is responsible for the efficient management of office operations, vendor relationships, and the fit-out of a new office space in Hyderabad. This role ensures compliance with safety standards, cost optimization, and smooth day-to-day functioning of the office while providing a welcoming environment for employees and visitors

Principal Responsibilities:
**Office Management**
- Implement and oversee procedures to ensure compliance with ISO standards, including fire evacuation plans and risk assessment protocols
- Manage office supplies, including equipment, stationery, snacks, and beverages, ensuring optimal stock levels
- Coordinate client lunches, external meetings, and visitor management with a professional and welcoming approach
- Oversee incoming and outgoing mail, courier services, and delivery sign-offs
- Liaise with vendors for office services such as cleaning, security, water supply, and waste management to maintain smooth operations
- Negotiate and renew vendor contracts, ensuring cost efficiency while maintaining high service standards

**Vendor and Asset Management**
- Maintain the company’s fixed asset register and manage mobile phone relationships, including procurement, setup, and troubleshooting
- Coordinate with vendors for repairs, maintenance, and ongoing services, ensuring adherence to contract terms
- Create purchase orders (POs) and manage supplier invoices, ensuring accurate record-keeping and budget alignment

**Employee and Office Support**
- Collaborate with IT to set up laptops and welcome packs for new employees, orienting them to office procedures and the fire evacuationplan.
- Book external meeting rooms and accommodation for employees and visitors, negotiating corporate hotel contracts to balance quality and cost and travel management
- Organize external training room bookings when internal spaces are unavailable

**Health, Safety, and Security**
- Act as the responsible Fire Marshal, conducting regular fire alarm checks and evacuation drills
- Manage building security systems, including access fobs and liaison with building management for issues related to office opening/closure
- Ensure compliance with workplace safety standards and maintain necessary safety equipment

**Fit-Out for New Office Project**
- Oversee the end-to-end fit-out process for the new Hyderabad office, including involvement in vendor relationship, procurement, and project management
- Collaborate with design and construction teams
- Monitor project timelines and milestones, ensuring timely delivery within approved parameters
- Facilitate the transition, coordinating logistics, IT setup, and employee communication

**Financial Oversight**
- Collaborate with Finance to maintain an updated Company Asset Register
- Optimize costs related to facilities management while ensuring a high standard of services
- Track and report budget usage for office and facilities-related expenses

Position Requirements:
**Qualifications and Skills**
- Proven experience (3-5 years) in facilities or office management, preferably within a corporate environment
- Strong organizational and multitasking abilities with attention to detail
- Fluent in English language
- Excellent negotiation and vendor management skills
- Familiarity with health, safety, and environmental compliance standards
- Project management experience, particularly in office fit-out or relocation projects, is highly desirable
- Proficiency in Microsoft Office suite

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