Assistant Manager – Admin

Key responsibility areas

Facility Management

Procurement and contract management

security management

space management

utilities and building infrastructure

Office operations

Project/Renovations of office space

Housekeeping services

catering and vending services

health and safety compliances

Detailed responsibilities

Prepare documents to put out BOQ for vendors/service providers

Project management: supervise and coordinate the work of contractors

Directly responsible for 100% uptime of available installations

Should directly supervise daily operations of FM service provider or staff deployed

Responsible to assess, oversee & supervise the Health of HVAC, AC, UPS, BMS,

workstations, chairs, power ports, Electrical systems, plumbing installations etc.

Should directly assess the AMC need of various systems and put commercials in

place for further assessment by the management

investigate the availability and suitability of options for new premises

calculate and compare costs for required goods or services to achieve maximum

value for money

manage and lead change to ensure minimum disruption to core activities

direct, coordinate and plan essential services such as reception, security,

maintenance, cleaning, catering, waste disposal and recycling

ensure buildings meet health and safety requirements and that facilities comply with

local/state laws

plan best allocation and utilisation of space and resources for buildings, or re-

organising of current premises

check that agreed work by staff or contractors has been completed satisfactorily and

follow up on any deficiencies

coordinate and lead one or more teams to cover various areas of responsibility

use performance management techniques to monitor and demonstrate achievement

of agreed service levels and to lead on improvement

respond appropriately to emergencies or urgent issues as they arise and deal with

the consequences.

Ability to do risk analysis

To maintain documents on monthly, quarterly, half yearly, yearly basis for planned

preventive maintenance of equipment’s as per the audit standards.

To ensure effective implementation of best safe work practices to maintain a high

awareness of safety among all site staff.

To maintain inventory for spares and consumables

To prepare and execute duty roster of all support staffs

To conduct regular site rounds and ensure compliances of all the company standards.

Candidate profile

Graduate/PG with strong background in hospitality or similar

Minimum 7-8 years of experience in facility management soft services

Should have handled a corporate office setup with branches across the region

Ample knowledge of current market rates; conversant in contract management &

selection of vendors, Technical specifications & national building code

Knowledge of Autocad and similar tools used for layout and project management

Should have handled project to facility handover in his previous assignments

Should have been a part of 3-4 renovation projects in his previous assignments

Should have expert knowledge of facility management tools in space planning &

allocation. Cafeteria management, Physical security management & compliance

management