Job Description

Summary of the position

The Sr. Admin Executive role will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe, maintained proactively & well-functioning. This is to ensure that our organization has the most suitable working environment for our employees and their activities; at the same time protecting our investment.

Key Accountabilities

Strategic Planning and Day-to-Day Operations

+ Involvement in strategic planning and day-to-day operations related to office infrastructure, building, and premises.
+ Develop and implement facilities management strategies to ensure the smooth running of the office environment.

Vendor and Third-Party Coordination

+ Effectively coordinate and manage relationships with outside vendors and third-party agencies for supplies, repairs, and essential services such as security, housekeeping, canteen, stationery, AMC vendor etc.
+ Negotiate contracts and service agreements to ensure effective and cost-efficient service delivery.

Facility Inspection and Maintenance

+ Perform regular inspections of office infrastructure and facilities to assess the need for repairs, renovations, or preventive maintenance.
+ Ensure all areas, including common spaces, workstations, and equipment, are well-maintained and functioning properly.
+ Manage preventive maintenance schedules to minimize disruption to office operations.
+ Collaborate with relevant teams to implement maintenance tasks efficiently.
+ Conduct Monthly night patrols of the office premises to ensure security and address any immediate maintenance needs.
+ Report and resolve issues identified during night patrols
+ Regularly inspect the kitchen and cafeteria areas to ensure compliance with hygiene and safety standards.
+ Monitor the quality and safety of food provided by cafeteria vendors and address any concerns promptly.

Utility Management

+ Review and monitor utility consumption, striving to minimize costs while maintaining efficiency and sustainability.
+ Implement energy-saving initiatives and practices to reduce the organization's carbon footprint.
+ Plan, coordinate, and manage all installations, including telecommunications, security systems, and refurbishments.

Quality Assurance

+ Ensure the quality of internal service provided by third-party service contractors and agencies.
+ Address and resolve any issues or complaints related to facilities management promptly and effectively.

Emergency Response

+ Respond appropriately to emergencies or urgent issues as they arise and manage the consequences.
+ Develop and implement emergency response plans and procedures to ensure the safety of employees and the facility.

Stakeholder Relationship Management

+ Build and maintain cordial relationships with builders, landlords, tenants, and other stakeholders.
+ Act as a point of contact for facilities-related queries and concerns from employees and management.

Health and Safety Compliance

+ Ensure compliance with health and safety regulations and standards.
+ Conduct regular health and safety audits and implement corrective actions as needed.
Perfrm safety checks of the building, including verifying the functionality of the fire alarm system, ensuring the lift NOC is up-to-date, and maintaining all building equipment.

Budget Management

+ Obtain and evaluate quotes from vendors for various facilities-related services and projects.
+ Validate the accuracy and competitiveness of quotes to ensure the best value for the organization.
+ Prepare and present comprehensive reports on facilities management activities, including budget performance.
+ Oversee the facilities budget, Track expenses and identify areas for potential cost savings

Travel

+ Plan and organize all travel-related logistics well in advance to ensure a seamless experience for UK visitors.
+ Create a detailed itinerary for travelers, including cab schedules and hotel check-in/check-out times.
+ Be available as a point of contact for travelers to assist with any queries or concerns during their visit.
+ Conduct a final review of all arrangements before the traveler's arrival to ensure everything is in order.
+ Collect and act on feedback from travelers to continuously improve the travel arrangements process.

Events

+ Research and select a suitable venue that aligns with the events and capacity requirements.
+ Negotiate with venue contract, ensuring all necessary amenities and services are included.

Skills and Experience | Essential

5+ years of proven experience in facilities management. Must be able to converse well in English, both verbally and in writing. Ability to negotiate, influence people (vendors, landlords, builders, tenants, etc) to deliver resolution as per requirement & situation. Confident to push back and manage expectations as required. Understands company standards/processes and follow them

Personal attributes

Good communication skills Honest, ethical, professional individual carrying positive attitude. Go-getter and solution-oriented personality Very quick learner and keen to learn new things Ability to work under pressure * Relevant experience in handling administration activities