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Keywords / Skills : Facility Management, Facilities, Housekeeping, Administration, Managed Services, Facility Services

6 - 10 years
Posted: 2017-09-13

Job Description
Key Tasks :

Facility Management:
· To oversee and manage office property in line with set office guidelines and procedures
· Ensure effective ‘office key management’ system and safety.
· To manage the seat capacity and ensure it is mapped with the floor plan
· Maintain appropriate Seat-Asset tracker for assets issued or fixed and keep the monthly MIS readily available for business review
· Ensure that Employees are assigned work station on the day of joining the organization; to forecast space management
· Ensure that a sign off is taken during handing over during joining and that the F&F form is signed off with the receipt of the company stationary & assets and collaborate with IT team on the system updates
· Vendor empanelment & management

Guest & Travel Desk Management:
· To ensure guest/client itinerary development & management in collaboration with business teams
· To ensure comfortable stay & travel for all guests who visit the company
· Maintaining detailed Guest history record/tracker for review
· Management of employee official travel ticketing through the most effective route for cost management (like fare comparison from travel portals or travel agents before booking tickets & hotel stay)
· Maintaining detailed employee travel & stay record/tracker for review

Front-Office & Housekeeping Management:
· To supervise the end-to-end front office management for all daily operations and visitor management
· Supervision of handling visitor/guest/client management by security team.
· Management of good received and asset movement register
· Management & coordination with all third-party vendors for safety & cleanliness of the office as per the contract & SLAs
· Manage the daily activities of Housekeeping to include appropriate cleaning of office, concourses, seating areas, washrooms, cafeteria etc.
· Purchase, re-order and maintain housekeeping supplies and inventory.
· Uphold the highest standards of cleanliness, safety, and conduct.
· Ensures the proper maintenance of all office equipment.

ompany Commutation System Management:
· End-to-end management & supervision of ‘last mile connectivity’ provided to all employees through shuttle service
· Ensure all employee safety, especially women as non-negotiable as per the governing norms & laws
· Company driver & vehicle management
· Employee parking allotment & management

Procurement Management including Contracts & Agreements:
· Facilitate all business and support function related procurement as one-point-center in an effective manner as per the process
· Meticulous management and recordation of all contracts, agreements & vendor SLA for external parties
· Negotiation with existing vendors and lessors for various contracts and annual renewals.
· Management of EPABX, Landline or Mobile phones
· Office stationary procurement and management
· Liaising with SEZ statutory governing body for required operations & MIS management
· Invoice management for all related external vendors & partners

Event Management:
· Partner with other teams/departments for all office programs & events; associating with multiple external partners to organize events
· Assist or lead in managing annual programs like offsite, reward programs or town-halls

Budgeting & Finance:

· Assist with Budget/AOP preparation in coordination with various business functions.
· Plan and advise senior management and finance on future spends on maintenance and capex spends for both refurbishment/replacement of assets.
· Create and share financial provisions on a quarterly basis.
· Ensure that all payments are made within the stipulated timelines and allocated budgets.

About Company

Upgrade provides bespoke staffing solutions to IT Product and Services companies, with expertise in skills such as data scientist, big data, full stack, SDET, Cloud & AWS, Android & iOS developers.
With select clientele based in Bangalore, Chennai and Hyderabad.

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