Facilities and Admin Manager (pooling)

Responsibilities:

• Oversee Facilities & Admin for all Cebu sites
• Act as point of contact between executives
• Develop and carry out efficient documentation and filling system
• Member of the Business Continuity Planning team
• Vendor management on purchases and contract arrangement
• Ensure that department circulars/ instructions/various policy letters issuedis followed strictly by the concerning staff
• Ensure that Security/House-keeping of the building being maintained
• Ensure a smooth interaction with all the guests/clients
• Ensure the timely billing to all payables are being processed
• Make a positive follow up with vendors for timely recoveries
• Update on client/vendor/agencies issues, if any and to make a written correspondence with them
• Ensure travel arrangements are delivered
• Ensure monitoring/inventory of office supplies, equipment and physical count
• Ensure of inventory of medicines through Nurses
• Oversee and ensure that Internal and External Audit requirements are met and complied with
• Adept at managing administrative activities involving purchase of equipment, maintenance of procurement, housekeeping, safety, security, employee induction etc.
• Planning and preparing monthly reports pertaining to finance required for maintaining office infrastructure and facilities
• Budgeting and cost control measures, Monitoring Budget vis a vis variance
• assisting the department in project management, cost optimization and implementing business expansion plans
• Contracts management
• Cost control and ensuring timely implementation of the project
• Managing repair, maintenance & replacement of office equipment, appliances, furniture, furnishings, vehicles, building, etc.
• Purchasing, Implementation and operations of Security and Surveillance
• Vendor management- Oversee acquisition, installation and commissioning of equipment that are required for the facility – IT Systems, air conditioning etc.
• Processes, Documentation, Business Control checks, audits etc.
• Monitor all Statutory Compliance areas
• Asset Management of all Site operations assets across multiple locations
• Event Management, organizing meetings, conferences, making travel arrangements and hotel reservations for guests & foreign delegates
• Liasioning and coordinating with various departments within the corporate office and all branch offices
• Active participation in the Leadership Team for Strategic Business Planning, implementation, client interaction etc.
• Upkeep of office administrative facilities and ensure availability of daily miscellaneous requirements to provide harmonious work culture to employees
• Acting as info-hub for providing administration related information and supervising administrative activities like general admin, verification of stationery stock, petty cash, courier, florist, pest control, housekeeping, etc.
• Specialization in handling back office operations, inter-office correspondence, confidential mails, quotations, monthly billing, cheques, etc
• Arranging for relocation of employees from different parts of India which includes arrangement for their home and family related needs such as school admission, transportation and taking care of their household requirements
• Arranging accommodation for onsite employees by co-ordination with various branch offices and to continuously improve the quality of services by visiting and studying the overseas location

Requirements:

• Bachelor’s degree holder; Post graduate preferred
• 8-10 years experience in Facilities and Admin Management
• At least 6-8 years handling Facilities and Admin Management in a BPO set up
• Excellent communication skills
• Client facing
• Strategic
• Change management and ability to influence others
• Extensive experience in Vendor Management and Budgeting