Administrative Officer
2 days ago
Purpose
CEEW seeks to hire a Facility officer/Admin officer. To ensure day-to-day smooth functioning of the office. The incumbent will provide office support services to the staff members and external stakeholders. Also, given the current scenario, familiarity with office maintenance and office operation to host CEEW's 'must-have' for this role.
In addition to the duties and responsibilities below, the individual should be prepared, and when necessary, to take on additional responsibilities
Responsibilities
1. Facility Management:
Oversee all aspects of facility operations, including housekeeping, regular maintenance, and AMC. (HVAC, electrical, plumbing, fire safety systems).
Ensure the facility is well-maintained, safe, and compliant with all relevant regulations.
Space Planning for all new Joiners and yearly allocation of seats.
Manage and supervise facility staff and vendors.
Develop and implement facility management policies and procedures.
Conduct regular facility inspections and address any issues promptly.
2. Office Management:
Manage office supplies and equipment.
Coordinate office services, including mail, reception, and security.
Implement and maintain office management systems and procedures.
Provide administrative support to staff as needed.
3. Vendor Management and Invoice Processing:
Source, negotiate contracts with, and manage vendors for various facility-related services.
Ensure timely and accurate processing of invoices and payments.
4. Asset Management:
Maintain an inventory of all office assets.
Track asset condition and schedule maintenance or replacement as needed.
5. Environmental, Social, and Governance (ESG) Reporting:
Collect and analyse data on the facility's environmental performance, such as energy and water consumption, waste generation.
Develop and implement initiatives to improve the facility's environmental footprint.
Prepare and present ESG reports.
6. Innovation and Co-relation:
Identify opportunities to improve facility operations and efficiency through innovative solutions.
Analyse data and create co-relations to identify trends and areas for improvement.
Implement best practices in facility management.
Stay up-to-date with the latest trends and technologies in facility management.
7. Additional Responsibilities:
Event Management Internal and External. (Coordinating logistics, managing vendors, handling setup, Food arrangements, relations with Hotels and Vendors, VIP and State Guest handling).
Schedule inter-departmental meetings and coordinate schedules.
Submit and reconcile expense reports.
Be prepared to take on additional responsibilities as and when necessary.
Requirements
Qualifications and Skills
Bachelor's degree in a relevant field such as facilities management, business administration, or engineering.
Proven experience in facility management, preferably in a similar-sized facility.
Strong knowledge of office management systems and procedures.
Excellent organizational and problem-solving skills.
Ability to manage and supervise staff and vendors.
Strong communication and interpersonal skills.
Proficiency in Microsoft Office Suite.
Knowledge of ESG reporting frameworks and standards.
Ability to analyse data and create co-relations.
Innovative mind-set with a focus on continuous improvement.
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