Job Description

POSITION SUMMARY:BOT VFX, a post-production services company in the entertainment industry with global clients, is looking for a mid-level position \xe2\x80\x9cAdmin Executive\xe2\x80\x9d on a permanent role basis. The scope of responsibilities involves the entire life-cycle of facility management & Operations, delivering of administrative services, travel and hospitality services.This role reports into the Admin Manager and dotted line basis to the Head of HR & Admin..The candidate must have experience relating to facility management, administrative, travel and hospitality services, in similar size or larger organizations. POSITIONRESPONSIBILITY
Handle Travel & Accommodation requests for the employees based on the policy guidelines.Handle VISA formalities for international travel applications, vendor coordination. Working knowledge on visa websites is preferred.Knowledge on framing Admin and facility related Policies & Processes based on the requirements.Procurement and Vendor negotiation for office equipment/supplies, repairs, maintenance, AMC and services in coordination with the Finance and procurement team.Help conduct Security Audits to ensure the physical security standards are met.Drive Employee Health and Safety (EHS) programsManage all Non-IT Assets and ensure regular audit and tracking of all the assets.Facility Management. Manage the housekeeping vendor/s for upkeep and clean maintenance of facilities at all times. Daily Floor Walk Audit, day to day operation, building team coordination for parking, repair & maintenance, events, client visits coordination and logisticsCoordinate with Vendors for quotation, negotiation, approval, agreement, supply, service & Invoice submission.Event Management Event celebrations coordination for purchase, training & meeting arrangements.Security Management. Physical security, parking, BMS, CCTV monitoring, attendance, registers, reports & handling audit documents.Ensure positive customer feedback. Handling Employee queries received through mails and ticketing tools. Ensure faster resolution of queries.Establish & Implement SOPs for Routine Facility Operations. Develop clear guidelines and SOPs for the upkeep of facilities. Ensure proper training around those SOPs.Data Management Tracker for ticket booking, accommodation, attendance, materials, food, snacks, first aid, petty cash, security registers..Budgeting and Cost control. Ensure the spends are within the allocated budgets and cost savings shown year on year.Initiatives & new Idea generation. Innovation, process enhancements for the organization growth & employee satisfaction.Good knowledge in handling technical & engineering for the AC, UPS, Data center, Server, dehumidifier, AMC, electrical, plumbing, carpentry & civil.REQUIRED SKILLS
At least 4-6 years of experience in the areas of facility management and Administration is highly preferredGood written and verbal communication skills with the ability to effectively present informationMust have strong grasp of productivity tools like Google Sheets, Google Documents, and MS office toolsAbility to manage multiple internal and external stakeholders with a detailed process oriented approachStrong negotiation skills for getting a good deal for the organization

BOT VFX