Workplace Administrator

Job Overview:

Managing FM operational activities for Noida and provide necessary support in managing Workplace Operations in Noida office

Main Job Responsibilities

• Maintaining Clean and hygienic office environment.
• Maintaining office supplies & related MIS
• Support WP related procurement
• Support for Forex arrangement
• Necessary WP related support to other functions
• Monitor repair and maintenance activities
• Responsible for invoice management
• Preparing vendor payment bills , tracker and proper and timely submission of original invoice.
• Maintain vendor database.
• Follow up with VIM and update vendor payment invoice for approval on regular basis
• Monitoring all Contracts and Agreements & renewals
• Arrange Quarterly NDCs from FM related vendors.
• Maintain & Upload of PAN India Agreement in portal with necessary compliances
• Upload PAN India office lease agreements in database.
• Support all office move related activities as and when required.
• Preparing timely SLA reports
• Asset management & tag all office assets & maintain in record.
• Earmark Each desk with identifications no. provided by Space Database management
• Maintain Access Control, ID cards, Office Security, CCTV
• Vendor co-ordination, liaising with authorities as and when required.
• Manage, Monitor and Guide support staff reporting to this position.
• AMC management for office equipments and machineries, for Noida and Gurugram locations.
• Co- ordination with WP related service providers.
• Maintaining Monthly MIS. Assisting in tracking all WP related expenses.
• Attending WP related ISO/Fire audits/ other certification audits and make sure audit queries raised (if any) are closed on time
• Liase with relevant Stakeholders on regular basis and understand needs and provide necessary support.
• Compliant with all applicable policies and processes for all activities under WP
• Monthly review of spends and identifying opportunities to optimise spend wherever possible.
• Monthly seat utilisation reports
• Support in time to time requirements under H&S
• Support in office expansion/ renovation projects and any other relevant WP projects.
• Support in processing of invoices related to: GGN office rentals
• Any support required to implement WP initiatives in Noida as well as GGN office.
• Occasional support for certain operational activities under WP in PAN India location.

Required Knowledge & Skill :

1. Proficiency in MS office
2. Communication Skills in Local language and English
3. Ability to work independently
4. Ability to maintain detailed records.
5. Ability to communicate effectively both written and verbal.
6. Ability to work effectively under stressful conditions.
7. Proven managerial skills
8. Highly ethical
9. Quick learner and Service minded
10. Flexible in terms of responsibilities
11. Ability to work as a team member
12. Collaborative
13. Proactive
14. Ability to work with people from various culture