Location
Gurgaon | India
Job description
Name/Position Title Executive / Sr. Executive Facilities
Department: Integrated Facilities Management
Location: At Client's Premises
Reporting To: Assistant Facility Manager (IFM)
Number of Subordinates: Position's Goal - To provide operational and administrative support to the Facility Management team assigned.
- Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.
- Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management.
Deliverable Role/Responsibilities - Provide support to the AFM to ensure critical operational items are attended to within agreed time frames
- To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
- To assist with the site audits & floor walks to be undertaken on entire Client site
- Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified
- Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc
- Full responsibility of the site during the entire shift
- Filing of site related documents including but not limited to challans, GRN's etc
- Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead
- Ensure all processes are followed as per the Standard Operating Procedures of BACI viz. Stationery, midnight snacks etc, material movement etc.
- Timely submission of reports as requested by Asst Manager & Facility Manager
- Ensure employee health & safety & related services
- Ensure that appropriate vendor escalation process is followed
- Ensure that all cleaning & maintenance schedules are adhered to
- Ensure completing any specific responsibilities as specified by the managers
- Tracking of Facility Operating Expenses
- Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department.
- Liaison with the client Finance team
- Client billing / invoicing and follow up payments by clients
- Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering
- Maintenance of Billing Tracker
- Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.
- Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated.
- To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points.
- Proper check on vending machines and photocopier machine reading.
- Checking H.K attendance on daily basis.
- To check food quantity, and Food testing before lunch/Dinner starts
- Coordinating for Medical Emergencies as and when required
- Take regular briefings of Help Desk/ Mail room Executive.
- Provide management advice to Helpdesk for escalated issues.
- Insure immediate response to priority Calls.
- Coordinate with facilities helpdesk regarding the arrangements of the day.
- Oversee the Front office Function during the shift
- Ensure Visitors are promptly attended by FOE
- Ensure that FOE has placed newspaper and magazine in the reception area.
- Oversee the Mailroom process during the shift.
- Provide management advice to Mailroom for escalated issues
- To check the attendance of our vendor's employee.
- Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom,
- Manage the inventory control of all facility related items.
- Maintain Proper Log Book and mention the follow up jobs if pending in next shift.
- Log Book Shared with FM every in every shift.
Education / Yrs. of Experience Bachelor's Degree in any discipline, a minimum of 1-2 years of experience in a corporate environment. Tertiary qualifications in building management and/or business desirable. Proven ability to function effectively as part of a team. Proven ability to initiate and follow through with improvement initiatives
Skill Sets - Exposure and experience in dealing with multinational corporate organizations
- Ability to adapt and perform under pressure
- Possess strong interpersonal skills with the ability to build rapport quickly.
- Good communication skills
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