Job Description

Hi All,We are having urgent opennig for Admin Manager with one of our client @Gurgaon.Role and Responsibility: Admin Manager
The Administrative & Facility Manager is responsible for the day-to- day management
of premises. Responsibilities cover facility operations 24x7, health, safety, security,
environment, procurement of goods and services, transport, cafeteria management
travel agency coordination, and Landlord management.
Also to maintain good relationship with other companies in Vatika for any help in
emergency.
Key Responsibilities (Planning and creating a framework for entire facility management
operations. Governance, Monitoring, Controlling and Reviewing Admin & FM Services.
Facility management plan covers various activity planning and making the short- and
long-term plans, creating the process guidelines for all sub functions of facility, crating
SOPs, aligning the team to execute the same to ensure that 24x7 operations run
without interruption. This includes all necessary consumables like water, beverages, HK
consumables, stationery and toiletries items etc., planned preventive maintenance
activities, BIP building inspection plan, availability of common services.
Prepare annual facilities management plan like AMC and other repairs and
maintenance to ensure the best working environment for employees.
Ensures the office complies with Group standards of upkeep and safe
environment.
Ensures all important signages covering all required compliance etc. to ensure an
ideal workplace.
Undertakes and reviews office risk assessments, identifying hazards and
completing actions to mitigate their risk if any.
Arranges emergency procedures including fire, security and first aid support
availability of ambulance, wheelchair etc.
Undertakes daily inspections of the office and get the things in order if anything
is noticed out of place.
Close monitoring the consumptions and take corrective actions if there are any
wastage happening.
Ensures staff is made aware of, and follow, Health, Safety and Security
procedure.
Creates awareness in the staff about the admin services, facilities available in the
premises.
Ensures all accidents and near misses, plus Health, Safety and Security, incidents
are reported, recorded and investigated as required.
Plans and controls Safety and Security of the premises with the help of CCTV,
access control and visitor management system etc. Engages competent office service suppliers and carries out due diligence on
them; monitors office service supplier performance throughout the contract and
gives feedback as and when needed.
Ensures all vendor contracts and terms of services as per standard guidelines.
Onboarding of vendors and setting expectations for their deliveries.
Ensure periodic maintenance and upkeep of all equipment used in office such as
air conditioners, pantry equipment, fire equipment, etc are being managed by
FM vendor timely and records being maintained.
Conduct performance review of vendors and suppliers.
Ensure that proper feedback process is available at workplace to get the
feedback of employees.
Display of shift cell nos for easy connect by employees regarding any admin
related query/concerns.
To ensure that sufficient stock of consumable is being maintained by FM team at
site and ordering happening timely to avoid any zero stock situation.
Coordinate with builders for effective management of building management
services.
Monitor the spend and ensure that there is no wastage
To ensure that moral of team is high always, so that they happily execute any
given assignment in addition to the routine work.
Ensure that FM agency is providing proper trainings and time to time briefing to
them on some important topics along with motivation and personal touch.
Closely working and guide them at every step to plan and execute daily/weekly
tasks.
Monthly Management Review with FM vendor.
Monitoring and controlling of the expenses and alert to control any wastage.
Exploring innovative ideas for improvement of processes be it cost saving or
process improvement
Promptly acting to resolve any incident, accident etc to ensure that our
employees are safe.
Monitoring the drop of transport and ensure all basics are met by transport
vendor, managing escalations and ensure that same is not repeated in future.
Regular meeting with transport vendor, landlord for various ongoing challenges
and ensure that things are streamline and operations do not suffer.
Supporting all company events be it inhouse townhalls or events at external
venue.
Organising transport helpdesk time to time for employees for resolution of query
and concerns.
Establishing floor warden team and provide them proper training to ensure the
safety of employees are not compromised.
Managing visitors and clients as per guidelines of management
Technical Operations responsibilities : Maintenance and repair of equipment, and infrastructure: This includes regular
inspections, identifying maintenance issues, prioritizing repairs, and coordinating
with technicians and contractors to ensure that all repairs and maintenance are
completed in a timely and cost-effective manner.
Energy management and sustainability initiatives: This includes monitoring
energy usage and implementing strategies to reduce energy consumption, such
as implementing energy-efficient practices and renewable energy sources and
reducing waste and increasing recycling.
Compliance with regulations and safety standards: This includes ensuring that all
facilities are compliant with relevant regulations and safety standards, such as
building codes, fire safety regulations, and environmental regulations.
Budgeting and cost management: This includes managing the budget for facility
maintenance and repairs, as well as capital projects, and identifying cost-saving
opportunities.
Disaster planning and emergency response: This includes developing and
maintaining a disaster plan that outlines the steps to be taken in the event of a
natural disaster, fire, or other emergency, and ensuring that all staff and
stakeholders are aware of the plan and trained to respond appropriately.
Record keeping: This includes maintaining detailed records of all maintenance
and repairs, including the date, cost, and nature of the work performed, and
ensuring that all records are up-to-date and easily accessible.
Team management: This includes managing a team of technicians responsible for
performing maintenance and repairs, providing training and support to ensure
that they have the skills and knowledge necessary to perform their duties, and
conducting regular performance evaluations.
ENGINEERING OPERATION AND MAINTENANCE SERVICES: Preventive maintenance: This involves scheduled maintenance activities, such as
inspection, lubrication, and cleaning, designed to prevent equipment failure and
minimize downtime.
Corrective maintenance: This involves repairing or replacing equipment that has
failed or is not functioning properly.
Predictive maintenance: This involves using data and analytics to predict when
equipment is likely to fail, allowing for preventive maintenance to be scheduled
before a failure occurs. Facility management: This involves the ongoing management of buildings and
structures, including maintenance of heating and cooling systems, lighting,
plumbing, and electrical systems.
Energy management: This involves optimizing energy usage to reduce costs and
improve sustainability.
Equipment upgrades: This involves upgrading or replacing equipment to improve
efficiency, safety, or reliability.
Regulatory compliance: This involves ensuring that all equipment and systems
comply with relevant regulations and standards.
Life-cycle management: This involves managing the life cycle of equipment and
systems, including planning for replacement or upgrade as equipment
approaches the end of its useful life
PLANNED PREVENTIVE MAINTENANCE
A planned maintenance program is the key to protecting the facility and ensuring its
long-term trouble-free operation. The planning of maintenance work requires
consideration of more and varied cost factors. Most of the activities in the planned
preventive maintenance program may be performed by ESPL technicians/ Supervisors
(outsourced) under the guidance of ESPL facility management team. Refer PPM
(Planned Preventive Maintenance) planner. Process as below:
PM/PPM For all PM/PPM scheduled for next month, applicable SWMS (Safe
Work Method Statement), work permits must be signed by EHS (Environment,
Health, and Safety) (Environment, Health, and Safety), Engineer lead and Client
before the end of current month.
NC PM (Preventive Maintenance) work For any non-controllable PM work,
applicable SWMS, work permits must be signed by EHS, Engineer lead and Client
before 72 hours from schedule.
Unscheduled Repair and Maintenance For any Unscheduled Repair and
Maintenance work, applicable SWMS, work permits must be signed by EHS,
Engineer lead before 24 hours from schedule.
Breakdown Repair and Maintenance (during weekend/Emergency) - For any
Unscheduled Repair and Maintenance work, applicable SWMS, work permits
must be signed by FM (Facilities Management) before start of activity and
immediately all SWMS and permits need to share as per emergency call tree for
information and closure meeting.If interested please send updated resume on gareema.awasthi@cielhr.com.

Ciel HR