Job Description

Role / Position : Admin & Facility Executive Education : Any Graduate Experience : 1 - 3 Yrs. Salary : 10 - 30 K Notice Period : Immediate Joiners Job Location : MIDC, Andheri East, Mumbai Job Type : Full-Time No. of Position : 1 Key Skill Sets :

• Provide general overall facility management services including continuous monitoring of IT Park building.
• Act as an interface with client, visitors and guests.
• Have a tactical planning, goals and objectives.
• Properly & effectively administer and maintain all services under the Facility Administrator\xe2\x80\x99s responsibility.
• Manage & maintain facility management tasks as assigned.
• Ensure appropriate follow up to ensure building is well maintained and tenants are happy.
• Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
• Ensuring that all floors are leased to various tenants and ensuring tenants satisfaction.

VENDOR MANAGEMENT

• Handle employee welfare such as ordering of refreshments for the office.
• In charge of company cleaning maintenance and contract.
• Maintain records and reports necessary to comply with Company, government, and accrediting agency standards, regulations, and codes.
• Maintains confidential records.
• Prepare monthly/quarterly/year-end reporting to ensure promptness and accuracy.
• Establish and maintain record-keeping system for contacts, files, and employee directory.

RECEPTION

• Open the office, greet visitors in a friendly manner, answer/direct phone calls, manage mail, faxes, and shipments, send and respond to emails, manage printing and copying
• Perform counter duties, which include receipt of items/documents from couriers and attend to counter enquiries from end users.
• Sorting of mail items for distribution.
• Collection and distribution of mail items from/to designated work areas according to specified schedules.
• Processing of outgoing mail items.
• Preparation of forms, posting dockets, consignment notes, Weighing and franking etc.
• Recording, receiving, counting and recording of incoming mail items and/or hand-delivered items (e.g. registered articles, courier items, etc.)
• Handle incoming and outgoing calls, and route to appropriate employee.
• Take messages if employee is unavailable and share message with employee.
• Receive visitors and inform employee / director that visitor has arrived.
• Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors.
• Ensure visitors are offered refreshments while waiting.
• Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times.
• Answer and Soft Transfer to Calls.
• Manage conference room supplies and provide tea/coffee to participants in meetings.
• Receive request / concerns from customers by phone or email.
• Redirect the request / concern to appropriate employee to handle.
• Track all necessary details of request / concern in tracker form.
• Summarize monthly customer request / concern data for sharing monthly operations report.
• Coordinate and Control Security Access Requirements.

ADMINISTRATION

• Greet and welcome guests and visitors - direct them to the meeting room and inform the appropriate staff.
• Be professional and pleasant while interacting with guests.
• Serving of refreshments for clients and guests, and assist in booking taxi services.
• Handle daily reception duties, answering of phone calls in a professional manner, and routing calls as necessary.
• Handle queries and address complaints.
• Schedule meetings, interviews, and appointments.
• Responsible for courier service, deliveries and mails.
• Assist in meeting rooms bookings and set up, prepare refreshments when necessary.
• Maintain and upkeep the reception area, meeting rooms and pantry area to ensure areas are clean and tidy at all times by coordinating with cleaner.
• Handles the maintenance of office equipment and keeps records of office inventory and pantry supplies to ensure sufficient stock at all times.
• Provide support for facilities maintenance and premises upkeep (e.g. Pest Control, Aircon repairs etc.).
• Provide general administrative support to the company which includes data entry, filing and scanning of documents.
• Maintains proper storage of files, ensuring that files are stored in a systematic manner allowing for easy access when required.
• Arrange printing of name cards, ordering of stationery and scheduling appointments.
• Handles the application request of building access cards for visitors, guests and staffs, as well as return of access cards when required.
• Other ad hoc duties as assigned by supervisor.
• Act as a point of contact for emergency issues and incident escalation for reception, administration and facility related matters.
• Maintain a filing system of all required documents.
• Maintain a visitor\xe2\x80\x99s log book.
• Have an overview of the office expenses and costs.
• Help make travel arrangements or any other administrative help.
• Responsible for the organization and coordination of office administration duties and office procedures.
• Maintains office services by organizing office operations and processes.
• Oversee facility management matters such as fixed asset inventories, work-desk allocation, office access card, phone system, door system, office renovation and move, etc.
• Point of contact (internal) for all building maintenance and office administration issues.
• Liaise and coordinate with building management (Landlord) on matters.
• Procure and maintain office supplies and inventory.
• Manage office appointments and bookings.

MINIMUM REQUIRED EDUCATION

• Prior minimum experience 1- 2 yrs in Office Administration, Facilities Management, Customer Service as a Receptionist, Front Desk Representative, or relevant position.
• Proficient in administration and office management
• Expertise in facility management.
• Excellent time management and organization skills and interpersonal skills with a strong customer focus.
• Good in MS Office, and possess strong written, verbal and people skills.
• Demonstrated intermediate to advanced written communication skills and verbal communications skills.
• Able to work independently with minimal supervision.
• Prioritize and manage the completion of projects in an efficient and timely manner.
• Good multitasking, time management and organizational skills.
• Problem-solving ability with analytical skill.
• Energetic and able to multi-task with various levels of stakeholders
• Good knowledge of Microsoft Products such as Teams and Office.
• Ability to quickly learn how to use any Company required software.
• Should Know English,Hindi,Marathi language to talk with local vendors.

Job Type: Full-time Salary: 10,000.00 - 30,000.00 per month Benefits:

• Provident Fund

Schedule:

• Day shift
• Morning shift

Application Question(s):

• Current Location in Mumbai :

Total Experience in Reception & Administration Management : Total Experience in Facility Management : Current Company : Current Designation : Current CTC : Expected CTC : Notice Period : Reason to leave a current job : Education:

• Bachelor\'s (Required)

Experience:

• Facilities management: 1 year (Required)
• Reception & Administration management: 1 year (Required)

Language:

• English (Required)
• Hindi (Required)
• Marathi (Required)

Speak with the employer
+91 7771112224