Office Administrator

Role & responsibilities :

• Responsible for setup and smooth functioning of office location.
• Ensure proper housekeeping, security, and safety at each office location.
• Ensure smooth functioning of all Mechanical, Electrical, Plumbing installations and Civil works pertaining to the facility.
• Governing and supervising maintenance and upkeep of organizational assets like office premises, guesthouses, cafeterias, parking space etc.
• Oversee Reception, Cafeteria and Pantry operations.
• Responsible for timely office maintenance (replacements, repairs, etc.) and upkeep of equipment, cleaning, housekeeping and maintenance of plumbing & sanitary systems.
• Liaising with building management, contractors, and interior decorators as and when required for existing set-up, new operations, or movement to new facilities.
• Identifying viable properties for Office Space, Guest Houses etc. and finalizing lease/rental deeds.
• Negotiating with & finalizing Service Agreements with reliable contractors for execution of servicing works as per budgeted parameters.
• Handling negotiations and contract management in the form of purchase orders, work orders etc.
• Overseeing the travel desk and related process, policies, and guidelines - hotel accommodation, air & train tickets, firm approved cab/taxi booking
• Identifying & developing vendor source for cost effective purchases and reduction in delivery time. Liaising with external agencies, contractors, and materials department for procurement of materials.
• Assessing of the performance of the vendors based on various criterions such as percentage for rejections, quality improvement rate, timely delivery, credit terms etc.
• Implementing stringent security network and security measures for the safety of high-value assets and material. Preparing SOPs (Standard Operating Procedures) for Asset Management entailing security, monitoring security services. Recommending passive & active protection measures.
• Coordinating with insurance agencies for securing protective cover for company assets.
• Preparing and supervising maintenance of statutory records. Orders and receives invoices, distributes according to cost centers.
• Track vendor payments and ensure timely billing for all service partners.
• Generate MIS for operations. Oversee timely issuance of Access Cards & maintenance of access control systems.
• Store Management- maintenance / issuance of items, stock taking etc.
• Coordinating & organizing various activities like seminars, conferences, team activities, and recreational activities.
• Other related Areas: Pest Control, Medical Services, Office stationery and Courier Management

Skills Required
Facility Management, Administrative Operations, Vendor Management