Executive - FMS

JOB PURPOSE

Timely & proper processing of hotel, car & guesthouse booking as per requirement for employee & Guest, as well as provide support to FMS team as in when required.

As a part of FMS function in Mumbai, key responsibility area like Guest House/ Hotel Management, Travel management, Implementation of New Initiatives, Support to Meetings & Events, Repairs & Maintenance.

ORGANISATION CHART

KEY ACCOUNTABILITIES

Accountabilities Key Performance Indicators Managing accommodation request for guest house rooms for employees and guest.
Regular Inspection of Guest houses.
Managing guest house requirements.
Supporting all the R&M requirements.
Managing hotel accommodation request for employees and guest.
Updating records of guest house as well as hotel bookings. Hotel & Guesthouse Management Managing vehicle booking for employees and guest.
Verification of all the invoices of vehicle usage.
Preparation of bill forwarding memo and forward to concern teams.
Follow up for billing issues, payments, etc. Travel management Updation of sub staff attendance for Raxa & Adecco.
Managing Leave balance/ records of sub staff.
Send the necessary details to Raxa & Adecco.
Coordinating for any revisions for PF/ESIC related issues. Support Staff Management Arranging Monthly Milan for Support staff
Arranging Monthly Birthday Celebration in coordination with the employees.
Support all the internal as well as external events/ celebrations.
Supporting food arrangements for various meetings/ consortiums/ board meetings. Meetings & Event Management Over all coordination of VC meetings & conferences with internal as well as external customers along with receptionist.
Supervising the receptionist and other team members for any requirement during the day.
In absence of receptionist, ensure that all the meeting requirements are taken care of, coordinate with IT for VC requirements. Calendar Management
Managing requirements for senior executives travelling to Mumbai office like cabin allotments, food arrangements, printing & stationary, etc.
Onboarding support for new joiners like work stations, landline, stationary etc.
Interview Coordination with various recruitments teams. Administrative Support Daily rounds of office area and Meeting rooms to check for cleanliness.
Managing upgrade of washrooms and displays.
Coordination with BMS person for any plumbing/Maintenance related issues.

Office Management

Supervise the snack requirements of Cafeteria
Coordination with vendor for Menu/ Feedback Cafeteria Management

KEY ACCOUNTABILITIES - Additional Details

EXTERNAL INTERACTIONS

Transport/ Hotel Vendors

Housekeeping/ Outsourced agencies

Suppliers/ event agencies

INTERNAL INTERACTIONS

Various Secretaries

HR Business partners/Recruitment Team

FINANCIAL DIMENSIONS

Savings

OTHER DIMENSIONS

Monitor performance of Sub staff, Receptionist, Pantry Services, Housekeeping staff, Office assistants at Office as well as Guest Houses.

EDUCATION QUALIFICATIONS

• B. A / B. COM
• Computer Skills: MS Office
• Dip. in Hospitality preferred

RELEVANT EXPERIENCE

With minimum 5years experience preferably with hospitality & guest handling.

COMPETENCIES