Executive/Senior Executive - Facilities & Admin

Department

Facilities

Gurgaon

Job Description Executive/Senior Executive - Facilities & Admin

The history of Admiral Group (AGp), UK is one of growth, profitability, and innovation. Admiral launched in 1993 with just one brand, zero customers and 57 members of staff. It offers home, van, and travel insurance as well as personal loans and car finance in the UK, and has operations in Spain, Italy, France, US, Mexico, Turkey, Canada and India with over 6.5 million customers worldwide.
At Admiral Solutions (Branch Office of AGp), we truly believe that customers and the front-line staff are at the heart of everything we do. It is the customer who sign our checks, and then it is the front-line staff that makes it happen for us. When you join Admiral Solutions, you join ~11000 family members worldwide with one common goal of delivering brilliant Customer Experience each day, right from the first call or interaction of the day.
Since 2012, from Gurgaon, Haryana, India, its sole purpose is to help our UK-based customers and global colleagues to leverage the time zone difference. Now with almost 10 years of experience, from 16 to ~700 employees working with our Services, Loyalty, Quality Assurance, and other departments, do provide contact centre support to our end-customers. We have high standards of engagement culture and people practices, and we have been winning accolades since long, while recent ones being #64 in the Top 100 Companies to Work, Top 75 Companies for Women to Work For and Top 25 Companies in the IT IT-BPM domain in GPTW companies list.

Eligibility - Any Graduate/Undergraduate with minimum 4 to 5 years of relevant experience.

Shift Timings: UK Shifts - Any 9 hour shift (Between 6:30 AM IST - 02:30 AM IST)

Working Days: 5 days working in the week with 2 rotational weekoffs

Immediate Joiners preferred

Location: Flexibility to work both from home and office basis business requirements (fully vaccinated)

WFH (Work from Home) need assurance of a noise free quite/separate room providing an ability to work without interference, continuity and maintaining complete data integrity. There is a need for an existing stable Wi-Fi connection from a reliable telecom vendor having a minimum speed of 50 MBPS and uninterrupted power supply.

WFO (Work from Office) - we do ensure that we take adequate safety precautions and remain compliant with government prescribed rules and regulations.

Date of Joining (DOJ) - ASAP

Summary of the role--

POSITION GOALS

To carry out administrative and Facilities function to the designated facility under the guidance and instruction of immediate Reporting Officer
To ensure timely and accurate completion of various facility related reports and work pertaining to assigned Facilities

DUTIES & RESPONSIBILITIES

1. End to End Error free invoice management for Admin and Facilities contract and adhoc services related invoices.
2. Be accessible for escalation of all FM related issues during the shift
3. Oversee the Helpdesk work process during the shift
4. Ensure immediate response to Priority Calls
5. Ensure planning and execution of all preparation required for shift/s.
6. versee the Housekeeping Services during the shift
7. Muster all the housekeeping staff of the shift before deployment and communicate the priorities/action of the day and address complaints
8. Monthly attendance checks of 3rd party staff and coordinate for CLRA compliances on monthly basis and submit with FM post review and receipt.
9. Take rounds of the Facility to ensure high standards of housekeeping and upkeep
Inspect the turn out and attendance of the staff and sign the shift register
To ensure that the Check List are filled on regular basis by the HK Supervisor and crossed verified by you on daily basis
10. Oversee Cafeteria Services during the shift
11. Ensure cafeteria Check Lists are maintained during the shift regularly
12. Ensure cafeteria operations are running smoothly to include proper cleaning of tables, chairs, floor, vending machines, bins, microwave etc .prior to the meal start time.

Oversee the Security Function:

Ensure All guards are present on posts
Ensure proper turn out for the guards before deployed on shift
Ensure the guards possess duty cards
Give structured briefing to the security supervisor & guards on discipline, duty, courtesy, etc
Ensure the keys to important rooms / cabins / are kept in ready condition
Ensure all security registers are properly maintained

SEZ Function:

Ensure all new intakes get their ID, Access and SEZ cards on day 1 and within a week respectively.

All SEZ cards are renewed before expiry date, tracker is maintained and updated real time.

Material entry/exit, permissions preparation for SEZ, SEZ record maintenance.

Ordering fruits and food as per shift roasters and give weekly MG to vendor and ensure correct quantity and quality is received.

Preparation of seat occupancy and floor plan on Monthly basis.

Manage end to end Installation of Company provided Broadband connections at employee s home, shifting, invoicing, recover, approvals etc. All coordination to be done in its entirety.

Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
Communicate to the next shift as well as the FM through the shift logbook all incidents issues and pending problems of the shift and handover formally to the next shift executive, if applicable.
Take rounds of the facility regularly to identify issues in Housekeeping and Cafeteria etc and initiate immediate rectification actions
To prepare the snag list Soft copy date wise and coordinate with BMS,FE Tech and housekeeping to close the noticed points.
Proper check on vending machines and photocopier machine reading.
Coordinating for Medical Emergencies as and when required
Ensure immediate response to priority calls
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 / checklists to be shown and signed by F.M every morning.
Identify any repair and maintenance related issue during facility rounds and coordinate with FE Tech to ensure the issue is rectified at the least possible time and ensure there is no business impact.
Managing daily work distribution, resolving team member queries, providing assistance regarding escalated issues.
Focus team activities which involved cost benefit analysis and penalties incurred to the service providers due to underperformance with respect to agreed levels of service as per contract.
Reports & Returns on daily, weekly and monthly basis.
Prepare consumption reports on a daily basis.
Responsible for the arrangements of various events, meetings, within facility and organizing external venues.
Regular engagements with employees on the floor, to understand their problems and resolving their concerns
Adherence of TAT while providing the services to users.
Vendor management
Tracking on billing clearance with in the timelines to the vendor.
Ability to be on call for emergencies during evenings, weekends and/or holidays.
Perform quality control inspections to ensure adherence to contract specifications and industry standards.
Supervision of entire infrastructure to facilitate excellent working condition for all the employees
Managing customer service operations for rendering and achieving quality services.
Responsible for resolving employees complaints on performance bottlenecks.
Ensuring continuous interaction with the employees to make sure that area of concern can be worked upon for improved service levels.
Ensuring the closure of the snags.
Leading & monitoring the performance of team members to ensure efficiency in operations and meeting of individual & group targets.
Identifying and implementing strategies for building team effectiveness by promoting a spirit of cooperation between team members.

KEY PERFORMANCE

MEASURES

Zero error free monthly invoice management. NO carry forward billing, timely receipt of invoices from vendor and on time processing including office credit card invoices and supporting.

Efficient Handling of overall cleanliness in the facility at all times

Security procedure followed properly
HK consumables / pantry consumables managed well within prescribed limits and ensuring there is no wastage

No courier / material entry/exit related queries in that month

Reports on time
Zero stock out situation

Ability to get the work completed assigned timely and within time frame as set by the manager
Camaraderie within peers, respect to seniors, and displaying professional qualities
Closure of helpdesk, cleaning & other complaints
Good working knowledge of Microsoft excel, word and Power point. Working experience of MIS management.
Highest level of Integrity expected in this role
Sets high standards of performance for self ; assumes responsibility and accountability for successfully completing assignments given without depending on others.