Executive Facilities Administrator

JOB PURPOSE

Facilities- To provide Facility Services to the UNext Learning. The Focus should be on maintaining a conducive environment for the staff working out of Noida office. Need to work in close coordination with the Co working partner to ensure Customer Satisfaction at the most optimum Cost.

KEY SUCCESS FACTORS

How is success in the position measured

• Availability of Office Facilities as required
• Smooth conduct of General Administration
• Internal Customer Satisfaction
• Optimum Resource utilization and cost control measures
• Ability to respond quickly to address urgent requirements

MAJOR CHALLENGES

• Being sensitive and understanding to the Requirements of the Business
• Cost Effectiveness without compromising on quality
• 24x 7 requirements
• Adherence to Tight Time Schedules

CRITICAL ACCOUNTABILITIES

List the critical accountabilities that must be achieved in order that the job purpose is fulfilled.

• Coordination with Coworking space partner: In coordination with the Co working space partner the following aspects to be maintained:

i. Housekeeping & Pest control- the total upkeep of the entire premises.

ii. Security & Safety management Managing access control and ensuring the security and safety of men and material. Strict enforcement of the safety and security process.

1. Asset management – Ensuring the optimal use of all assets and maintaining the inventory.

2. Utilities management –Ensuring critical resources like power and water are available without any downtime. Ensuring all utilities are provided as per requirements.

3. Vendor Management – Sourcing Vendors with a focus on Quality, cost effectiveness and timely deliverables by effective planning. Ensuring timely payment to vendors.

4. Public Relations and Statutory Compliances – Maintaining cordial relationship with Gov. /Civic authorities/agencies.
5. Courier services – Ensuring the incoming couriers are timely delivered and the outgoing couriers are dispatched and delivered in time.
6. Event management – Arranging indoor and outdoor events as per the requirements.
7. Access cards & I cards – Ensuring access cards and I cards are issued to employees

within stipulated period. Tracker to be maintained for the same. Facilities Clearnce for F&F settlement to be given after ascertaining all Company assets are returned by Employee.

• Parking card – to be provided and records to be maintained
• Locker keys - to be provided to employees and records to be maintained
• Employee Engagement activities: Supporting HR team in conducting internal/external events ( monthly birthday celebrations, festival celebrations, sweets/snacks procurement & distribution, office decoration, etc.)
• Stationery: Optimal stocks to be maintained.
• Bills submission and Reports - Bills should be certified and sent to HO for payment processing. Tracker for the same to be maintained. Monthly expenses statement to be prepared and submitted. To ensure that the bills are paid in time.
• Imprest fund management – To ensure the petty cash is used for the approved expenses related to office only and account is settled regularly as per the finance guidelines.
• Equipment maintenance: To ensure the office equipment like AV equipment, CCTV, Access controllers etc. are maintained well, without downtime and AMC checkups are done on time.

Any other support as required by HO / or for sister concerns in Delhi. May be required to book cab services, hotel accommodation, Event venues, liasoning with Govt. agencies, etc