Facilities Executive Soft Services
ConfidentialGurgaon / Gurugram, India5 days ago
Job descriptionProvide support to the FM to ensure critical operational items are attended to within agreed time frames To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc. To assist with the site audits & floor walks to be undertaken on entire Client site Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc. Full responsibility of the site during the entire shift Filing of site related documents including but not limited to challans, GRN's etc. Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead Ensure all processes are followed as per the Standard Operating Procedures of AON viz. Stationery, midnight snacks etc., material movement etc. Timely submission of reports as requested by Asst Manager & Facility Manager Ensure employee health & safety & related services Ensure that appropriate vendor escalation process is followed Ensure that all cleaning & maintenance schedules are adhered to Ensure completing any specific responsibilities as specified by the managers Tracking of Facility Operating Expenses Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department. Liaison with the client Finance team Client billing / invoicing and follow up payments by clients Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist. Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated. To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points. Proper check on vending machines and photocopier machine reading. Checking H.K attendance on daily basis. To check food quantity, and Food testing before lunch / Dinner starts Coordinating for Medical Emergencies as and when required Take regular briefings of Help Desk / Mail room Executive. Provide management advice to Helpdesk for escalated issues. Insure immediate response to priority Calls. Coordinate with facilities helpdesk regarding the arrangements of the day. Oversee the Front office Function during the shift Ensure Visitors are promptly attended by FOE Ensure that FOE has placed news paper and magazine in the reception area. Oversee the Mailroom process during the shift. Provide management advice to Mailroom for escalated issues Prepare weekly shift / duty rosters for Helpdesk, Front Desk, and Mailroom, To check the attendance of our vendor's employee. Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria. Manage the Inventory Control of all facility related items. Maintain Proper Log Book and mention the follow up jobs if pending for the next shift. Log book to be shown and signed by F.M every morning. Reports on time Zero stock out situations Client Satisfaction Front office and Helpdesk supervision Daily F&S Report Daily facility round snag list Monthly MMR Data Monthly Dash Board Data
POSITION GOALS
- To provide operational and administrative support to the Facility Management team assigned.
- Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.
- Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager.
- To provide timely reports to the Facility Management.
Duties & Responsibilities
KEY PERFORMANCE
MEASURES
Reports
Skills Required
Administrative Support, Inventory Control
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Soft Service Executive • Gurgaon / Gurugram, India
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