Admin And Facility Manager

Key Responsibilities:

 Administrative Tasks:

- Service Excellence:

 - Create and maintain a culture of service excellence, ensuring that employee and visitor inquiries, concerns, and requests are addressed promptly and professionally.

 - Record issues and ensure resolutions within specified time limits.

- Problem Resolution:

 - Proactively identify and resolve problems in a timely and effective manner, collaborating with stakeholders to achieve optimal outcomes.

- Team Management:

 - Supervise and manage office operations to ensure efficiency and productivity.

 - Hire, train, supervise, and manage office boys, housekeeping, landscape, and security members.

 - Focus on retention of team members by understanding their backgrounds and issues.

 - Maintain the dignity of labour, avoiding abusive language or force.

 - Foster a positive work environment for office boys and cleaning staff.

 - Utilize the team in multifunctional roles to reduce manpower requirements.

 - Provide timely feedback and opportunities for improvement in a constructive environment.

- Process Coordination:

 - Coordinate with various departments to streamline processes and procedures, including stationery and courier management.

 - Support the core technical team to maximize productivity, addressing their complaints and feedback positively.

 - Maintain office supplies inventory and place orders as necessary.

 - Provide administrative support to senior management and staff as required.

 - Coordinate and manage office events, meetings, and conferences, providing logistical support as needed.

 - Oversee the maintenance and upkeep of office equipment, ensuring proper functioning and timely repair.

 - Organize regular documented training sessions for your team and the larger team on challenges faced by the admin function.

 Documentation and Record-Keeping:

- Maintain and update office assets, including equipment related to audit and commissioning.

- Ensure compliance with document retention policies and procedures.

 Communication:

- Serve as a point of contact for internal and external stakeholders.

- Facilitate communication within the organization and with vendors, suppliers, etc.

- Manage phone calls, inquiries, and correspondence professionally.

- Conduct orientation and onboarding of new members on company code of conduct and basic behavioral aspects.

 Facility Management Tasks:

 Maintenance and Repairs:

- Oversee the maintenance and repair of facilities, equipment, and systems.

- Conduct regular inspections to identify and address maintenance needs promptly.

- Supervise office cleaning and landscaping activities to maintain a clean and organized workspace.

 Safety and Security:

- Implement and enforce safety and security policies and procedures.

- Conduct risk assessments and ensure compliance with health and safety regulations.

- Manage security systems, including access control, surveillance, and alarm systems.

- Ensure proper landscape management to enhance the aesthetic appeal and functionality of the office premises.

 Budget Management:

- Develop and manage budgets for facility-related expenses.

- Monitor spending, identify cost-saving opportunities, and control expenses.

- Prepare financial reports and forecasts related to facility management.

- Coordinate hiring, training, and development programs for office boys, housekeeping, landscape, and security members to maintain high standards of service delivery.

 Cleanliness:

- Ensure hygienic and clean workspaces.

- Minimize disturbances due to cleaning during office hours.

- Maintain a safe and workable environment.

 Sustainability:

- Uphold sustainability principles in all operations.

- Use approved sustainable brands in housekeeping and cleaning.

- Implement water and energy-saving measures.

- Ensure proper waste management with source segregation and onsite composting.

- Maintain the landscape in consultation with the gardener.

- Avoid the use of plastics and use sustainable cutlery.

- Use recyclable materials where necessary.

- Ensure proper e-waste disposal and team sensitization.

- Use only sustainable stationery.

- Document sustainability efforts for performance assessment.

 Training:

- Attend external training programs on housekeeping and facility management.

- Invite external trainers for team training in service, housekeeping, and facility management.

- Identify internal team members' skills and use their expertise in training.

- Focus on upskilling and upgrading team members to ensure their growth.

 Important Expectations:

1. Encourage cross-functional team utilization.

2. Justify additional team member requests with hourly calculations and needs assessment.

3. Treat everyone with equality and respect, without discrimination.

4. Focus on retention and clarify expectations during hiring.

5. Ensure ownership and timely task delivery, even if it requires extra hours.

6. Provide constructive criticism and feedback privately.

7. Maintain a positive attitude and support team growth.

8. Handle difficult situations with maturity to ensure a harmonious working environment.

 Working Days:

- All Saturdays will be working days for the entire admin team.