Unit Admin

Job description

Position: Unit Admin & Maintenance Head

Grade : A1

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Eligibility Parameters:

• 4-5 years of experience administration / facility

Education Qualification

• Minimum : Graduate
• Desired : Ex Serviceman (short service commission) / technical diploma

Position Reports to : Head Administration

Reportees : Receptionist, H/K, Security, technicians, carpenter

Required Competencies

Planning & organizing

Problem solving

Influencing

Financial awareness

Business knowledge

Teamwork

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Key Accountabilities/Responsibilities

The most important end-results for which an incumbent would be held responsible at the end of the year.

• To ensure the smooth functioning of the maintenance activities, housekeeping activities, security, and reception.
• Scheduling of H/K and Security and ensuring availability in coordination with the agency supervisors.
• Training of housekeeping and security staff on code of conduct.
• Conducts training for security staff on shoplifting, modus operandi of shoplifters, methods of questioning
• Monitors the work of the security and housekeeping staff by ensuring that the prepared monthly, weekly & hourly checklists for Housekeeping & Security are adhered to.
• Sorts out customer issues w.r.t parking (e.g. parking fee, scratch on car etc.)
• Handling shoplifters as per laid down process.
• Maintains all reports as per process.
• Keeps store under surveillance at all points of time.
• Ensures safe custody of keys and maintains records of the same.
• Ensures safety norms by coordinating for regular inspections/ safety audits and training on fire-fighting and disaster management.
• Submits monthly returns
• Overlook the functioning of the reception staff wrt their internal & external customer interactions & schedule their functioning as per the shifts
• Liases with civil and govt bodies i.e Police, labour, RTO, fire department, Weight & Measures etc.

• To organize for purchase non-trading items, maintain fixed assets & organize for sale of scrap & fixed assets as & when need arises

• Vendor negotiation, quotation sourcing and closures.

• Raises POs for the purchase of printing, stationary, alteration slips, credit notes, goods acknowledgement notes and other such non-trading items for the unit.
• Organizes materials required by other departments (e.g. Training equipment like LCD, PA system for certain launches etc.)
• Monitors the consumption and procurement of shopping bags
• Ensures incoming goods reach the concerned department, maintains the register & ensures invoices are signed off by concerned persons

• Gets capital requisition of goods - gets approvals for amounts greater than Rs. 5000

• Ensures upkeep and maintenance of the fixed assets and all documentation pertaining to the same.

• Ensures all statutory compliances wrt housekeeping, security & administration department are met.
• Souring and renewal of all applicable licenses.
• Renewal of Contracts
• Equipment Maintenance
• Fixtures Maintenance - Ensuring all the fixtures are in presentable condition and free from breakages.
• Building Maintenance - Ensure timely renewal of building licenses, availability of neutralizers, proper caballing, water proofing.

• Energy Conservation

• Identify sources of energy consumption.

• Segregate essential and non-essential sources
• Follow all maintenance procedures and increase efficiency of the equipment

• Find out ways and means of reducing the electricity unit consumption

• To carry out all preventive maintenance activities as per schedule.

• Spares Maintenance - Carry out overhauls in time and procuring required spares directly from parent company.
• Snag Analysis & Rectification planning
• Maintenance of fixture inventory and scrap sale.