Admin & Facilities - Assistant Manager

The Facilities Manager will have responsibility for the management of a wide range of items, from strategic contracts management to input on day-to-day operations. This Facilities Manager will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from staff and arrangements pertaining to all operating expenditures.

Job Responsibilities:

• Managing and coordinating the overall administration activities at the Bengaluru facility
• Discharging responsibilities on the whole gamut of administrative areas ranging from policy compliance by staff to travel, accommodation, vendor management, contract administration, inventory management, security and safety of assets as well as personnel and adherence to legal requirements
• Analysing the need, developing and executing the support systems and putting in place the required systems for services like security, safety, housekeeping, preventive maintenance, pantry operations, reprographics, office stationery and parking management
• Management and supervision of interior fit-outs as needed; focus on office design, and basic engineering concepts
• Ensuring the office is stocked with necessary supplies and all equipment is working and properly maintained
• Dealing with and addressing Employee issues related to Facilities and Administration
• Planning, scheduling, and promoting office events, including conferences, interviews, orientations, and training sessions
• Driving contract negotiations and finalising the selected vendors / contractors
• Transport management, for staff working on shifts
• Manage an extended team to discharge these responsibilities and working closely with the employee and senior executives of the office
• Working with accounting and management team to set budgets and monitor spending or all Facilities and administration related activities
• Complete arrangements for annual events, conferences, seminars and other functions of the institute organised from time to time
• Liaison with government authorities, licenses department etc. for smooth and seamless compliance with required statutory and legal requirements

Skills/Requirements:

Office Administration:

• Managing all aspects of Housekeeping, Maintenance, Security and other services that are needed to run a facility
• Ensure that Employees are satisfied with the level of service provided by the team

Procurement Vendor Management:

• Selection of vendors, Evaluation, Negotiations and Finalization of contracts
• Rate negotiations with vendors for cost effective purchases
• Complete external communication Liaison End to end process of procurement of products services

Office build-outs:

• Oversee client aspects of office build-outs
• Compliance to Labor, Safety, Building Operations
• Quality and time adherence
• Obtain statutory approvals
• Regular status reporting
• Ensure meeting business standards and guidelines