Job Description

Job OverviewResponsible for overseeing Facilities/ Administration services. The Associate Office Manager will organize and coordinate administration duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.The Associate Office Manager will report to the Manager, Facilities- India and responsibilities include general building/office maintenance, receptionist and front-of-house duties, and Health and Safety arrangements.Ultimately, the Associate Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations efficiently.

• Soft service
• Hard service
• Physical security
• Employee Health & Safety
• Food & Beverages
• Front office
• Building management

• Develop and implement a facility management program including preventative maintenance, annual shutdown activities, and life-cycle requirements.
• Conduct and document regular facilities inspections.
• Ensure compliance with health and safety standards and industry codes.
• Allocate and manage facility space for maximum efficiency.
• Assist with office relocations where required.
• Supervise maintenance and repair of facilities and equipment.
• Assist with facility refurbishment and renovations where required.

• Plan and manage facility central services such as M&E, reception, security, cleaning, pest control, F&B, waste disposal, and parking.
• Implement best practice processes to increase efficiency.
• Obtain quotes and tenders from vendors and suppliers on a need basis.
• Calculate and compare costs for goods and services to maximize cost-effectiveness.
• Coordinate and monitor activities of contract suppliers.
• Ensure delivery schedules, quantity and quality criteria are met.
• Process Invoices in a timely manager post authenticating payment and invoicing match contract pricing.
• No due certificate from the vendor to ensure all the payments are released and there is no further payment balance from Ivanti.
• Raise purchase order requests for Facilities purchasing.
• Ensure statutory compliance is adhered by the vendor with Ivanti / associated auditor guidelines.
• Plan and monitor appropriate facility management staffing levels.
• Ensure efficient utilization of facility maintenance staff.
• Advise on and monitor energy efficiency.
• Secure the facility in line with Ivanti standards.
• Respond to facility and equipment alarms and system failures.
• Provide prompt response to requests and issues from facility users via the ISM ticketing tool.
• Monitor stock inventory and place orders for office supplies as and when required.
• Liaise with the building manager and security to arrange annual fire evacuations.
• Assist in the onboarding process for new hires by setting up and activating new starter access passes.
• Consistently change and adapt to improve services and ensure the department processes are scalable as the business grows.
• Support the Manager- Facilities with projects across the region.
• General administration and any specific tasks as assigned by Manager, Facilities and Senior Manager, Real Estate & Facilities & [ EMEA & India].

• Minimum high school degree/ diploma.
• Working knowledge of principles and practices of business administration.
• Working knowledge of electrical and mechanical systems.
• Working knowledge of procurement and contracts.
• Sound knowledge of health, safety and environmental regulations.
• Working knowledge of computer, and office software (Outlook, Teams, Excel, Word, etc.)
• Minimum 3-4 year\'s experience as Facility specialist, office administration, maintenance, and all facets of facility operation.
• Supervisory experience.

• Communication skills
• Planning and organizational skills
• Negotiation skills
• Problem analysis
• Customer service orientation
• Adaptability and teamwork

Ivanti