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This position is responsible for handling and managing end-to-end property / facility management and
administration for all group companies and promoters/Directors.
Key Responsibilities [70% Property Management Role & 30% Administration Role]
Property Management & Administration:
1. Negotiating with service providers, contractors, submitting cost comparison analysis to senior management for approval and issuing purchase orders to various service providers and contractors.
2. Procuring as per company procurement policy and maintaining inventory of company assets that includes:
2.1 Office equipment
2.2 Supplies related to civil work
2.3 Warehouse water proofing material
2.4 Warehouse roofing sheets and tarpaulins
2.5 Electrical fittings & appliances
2.6 Plumbing material
2.7 Housekeeping, pantry and stationery supplies
3. Supervising and coordinating with multiple service providers for offices and warehouse parks:
3.1 Civil work
3.2 New construction work
3.3 Waterproof plastering work
3.4 Property internal and external upgradation work
3.5 Office upgradation work
3.6 Electrical work
3.7 Plumbing work
3.8 Fabrication work
3.9 Carpentry work
3.10 Mechanical work
3.11 Housekeeping work
3.12 Security
3.13 CCTV monitoring and management
3.14 Waste management
3.15 Drainage line cleaning
3.16 Printing company letterheads, signages, bank vouchers
4. Reviewing vendor invoices of materials and services, verifying measurement of contractor's work and issuing
approval to accounting department to process payment of contractor's invoice.
5. Measuring, ordering, replacement of asbestos roof with GI roof.
6. Lodging any complaint with BEST, BMC, Police as and when required.
7. Getting periodic services done and renewing various AMC of all equipment and services that include:
6.1 Office IT software, hardware, emails, data backup and company website
6.2 Internet Lease Line
6.3 CCTV
6.4 UPS
6.5 Printer
6.6 Air conditioners
6.7 Water purifiers
6.8 Pest control
6.9 Fire extinguishers, etc.
8. Organizing & filing: Need to be good and meticulous at filing and organizing data and documents on the computer as well in hardcopy. Need detail-oriented person keeping track of detailed version of different layout and maps of different projects and premises.
9. Inspecting company properties during monsoon & reporting to senior management.
10. Visiting warehouse parks in Mumbai city and TTC-MIDC (Near Navi Mumbai) for any tasks & reporting to senior management.
11. Scrap waste sale and removal coordination at warehouse parks
12. Client Pre-Move in tasks: ensure warehouse is empty, clean, painted, electrical work is complete with lighting.
13. Client Move in tasks: connecting clients with appropriate authorized service providers as per client needs & any
other assistance that may be required for client's smooth operations.
14. Client Move out tasks: ensuring our warehouse along with electrical utilities are not damaged and are handed over to company in the same original condition. In case of any damage, repairing it back to original condition.
15. Ensuring company properties are always clean, presentable for client visits.
16. Maintaining strict confidentiality of company information and reporting any company policy breach in company premises to senior management immediately.
17. Scheduling meetings of various contractors with senior management at head office and warehouse sites.
18. Maintaining staff records, monitoring and reviewing CCTV footage, and preparing all staff's monthly salary.
19. Distribution of sweets/gifts around Holidays (Diwali and other occasions) to staff, clients, service providers and more.
20. Recruiting, interviewing, training, monitoring, motivating & addressing concerns of staff.
21. Implementing company policies & practices.
22. Undertaking any special tasks which may be assigned by the senior management.
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