Adminstration Officer

Purpose

This incumbent acts as the primary contact point for a NCDOE s employees to provide support in administrative, Facility Upkeep, Housekeeping, Travel, Event Management, Security, Office Supply etc. The ultimate goal is to ensure the daily administrative procedures of a company run smoothly and efficiently. Responsibilities include Welcoming External Stakeholders, overseeing the Housekeeping teams, Building Maintenance Vendors, Office Stationary, Flight Booking, Stay Arrangements, Local Transport, Security ops etc.

Duties Responsibilities

• Oversee day-to-day office operations, including the management of office supplies, equipment, and facilities.
• Serve as the Single Point of Contact (SPOC) for arranging comprehensive travel itineraries, including Flight/Train/Bus/Cab bookings. Facilitate seamless coordination between staff and external vendors throughout the travel booking process.
• Support the Admin In charge/HOD in securing hotel accommodations and local transportation for staff members.
• Coordinate meetings, conferences, off-site events, handling venue bookings, catering arrangements, and preparing necessary materials.
• Manage the Uber Corporate portal, handling user registrations and processing travel claims.
• Ensure well-maintained meeting rooms, conference facilities, and lecture halls, allocating them as per requirements.
• Collaborate with HOD, HR, and CEO office to optimize space utilization within the facility. Plan and allocate office layouts, storage areas, meeting rooms, and common spaces.
• Coordinate moves, expansions, or reconfigurations, minimizing disruption to daily operations.
• Prepare and manage the facility budget, overseeing operational expenses, maintenance costs, and capital expenditures.
• Verify and process Pan India invoices, petty cash statements, local conveyance, and travel expenses.
• Prepare purchase requisitions and coordinate with the central Admin team for procurement and timely delivery.
• Assist HOD in developing and executing preventive maintenance programs for optimal facility infrastructure, equipment, and system operation.
• Coordinate with maintenance staff or external contractors for repairs, renovations, or upgrades.
• Manage facility service Annual Maintenance Contracts (AMCs) and Rate Contracts for Maintenance, Security, Housekeeping, Waste Management, and Energy Management.
• Generate regular reports on facility performance, maintenance activities, budget utilization, and other key metrics.

Requirements- Skills Competencies

• Strong knowledge of building systems, maintenance practices, housekeeping and regulatory compliance.
• Sound knowledge of office procedures
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality
• Strong negotiation skills.
• Familiarity with sustainability practices and energy management is desirable.
• Ability to handle multiple tasks and work under pressure
• Excellent organizational and problem-solving skills.

Requirements- Education work experience

• Bachelors degree in Facility Management, Business Administration or a related field.
• 5 to 10 years of proven experience in facility management, travel coordination office administration including managing multiple facilities.