Establish and manage the Facility Services and Operations for:
> General Facilities
o Establish and Manage:
. Outsourced facilities staff including office assistants, receptionists, housekeeping and mail clerks.
. Kitchen supplies, beverages, and snacks.
. Daily lunch service.
. Office services including mail, couriers and package delivery services, conference room reservations, helpdesk tickets and other support areas.
. Residential apartment services - housekeeping, cooking and maintenance.
. Employee visa, customs and immigration assistance.
. Consumables stock / Inventory management and MIS Generation
. Travel (Air / Road & Rail)
. Employee Transportation - BPO Cabs and regular vehicles for executives and guests duty.
. Group Medical and Personal Accident Policy
> Safety & Security:
o Implement security procedures and processes within the office.
o Continuous endeavor to enhance the security standards of the company
o Strict controls for Access into the building
o Issue and track all security badges to employees, vendors, and contractors.
o Ensure guards at office are performing their assigned duties.
o Function as after-hours contact for alarm monitoring company.
o Establish emergency response procedures.
o Assist in programs to educate employees on building and general office emergency procedures.
o Tracking all the Assets movement inside or outside the Facility.
o Setting up policies and adherence to the same to render foolproof asset management and smooth functioning of the organization
> Space Planning and Move Coordination:
o Responsible for new office setting up starting from location hunting to the finalization of the projects.
o Provide office headcount and space utilization reports on a monthly basis including both employee and contractors headcount numbers.
o Manage new hire space accommodations.
o Coordinate with Team Managers to determine space assignments.
o Coordinate all office moves and manage details (copiers, food/snack/drink services, phone issues, shipping, office supplies, etc.).
o Ensure reception desk is properly staffed and receptionists are trained to answer phones, greet visitors and provide assistance to employees and guests as required.
o Ensure office information up at the front is up to date, communicated to applicable persons and reception area is neat and professional in appearance.
o Obtain vendor price quotes, prepare purchase Requisitions
o Seek to identify cost effective purchasing alternatives by reviewing existing rates and always obtain best pricing.
o Keeping a complete track of all the vendors and current market trends
o Defining the SLA 's (Service level agreement) for vendors & regular review of the SLA 's
o Monitor monthly invoices and vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
> Problem solving:
o Prioritize conflicting responsibilities and schedules.
o Ability to assess problems and escalate critical issues when necessary.
> Function Specific Competencies:
o Experienced in selecting and managing outside vendor services and obtaining price quotes.
o Performance management of the team
o Able to handle multiple requests and work in a fast paced office environment.
o Able to effectively read write and speak English & local language fluently.
o Able to use Excel, Word, PowerPoint as well as email, creating spreadsheets & provide analysis.
o Excellent problem solving skills and good communication skills with proven ability to build and maintain relationships both with internal and external and at multiple levels within organizations.
o Able to accurately complete tasks assignments & responsibilities in timely manner.
o Responsiveness to customer requests/service issues.
o Act with integrity in all business transactions and maintain confidentiality of Business information.
o Have adequate knowledge of purchasing procedures.
o High level of initiative and creativity, Dependable and flexible.
o Able to work independently as well as part of a team.
o Attention to detail and costs