Manager - General Administration & Facilities - Internet/online

  • Mumbai
  • 10-15 lakh
  • 8-13 years
  • Views
  • 15 Sep 2016

  • HR/ Human Resources

  • IT/ Technology - Software/ Services
Job Description


Your primary responsibilities would include but are not limited to the following:

New Facility Development & Maintenance:

- Planning and Maintenance of physical environment & space utilization. Manage/ supervise all construction, renovation, and interim decoration work of the facility.

- Manage a site selection process for a new location & conduct and document regular facilities inspections

- Project manage the fit out of a new location with associated vendors

- Allocate and manage facility space for maximum efficiency

- Oversee facility refurbishment and renovations

- Ensure compliance with health and safety standards and industry codes

- Coordinate intra-office moves

- Supervise maintenance and repair of facilities and equipment

- Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking implement best practice processes to increase efficiency

- Develop and implement a facility management program including preventative maintenance and life-cycle requirements

General Facilities Responsibilities:
- Manage effective relations with the building management team.

- Forecast and prepare yearly budgets for Facility upkeep and maintenance. Review and revisit budgets monthly to explain variance.

- Handle entire property maintenance i.e. electrical, plumbing, mechanical, general facility management etc.

- Independently handle, supervise and have command over Caterers, Transporters, Garden, Security, Telephones & Contract labourers.

- Plan, co-ordinate and supervise preventive maintenance check for key utilities viz. D.G.Sets, Chiller, AHU Units, UPS & other utilities.

- Maintaining, supervising and planning the movements of inventories in the administrative stores.

- Ensure overall security of the facility. Maintenance of security systems/ fire protection systems. Define & impart training on safety practices & security systems.

- Monitor renewal of annual maintenance contracts for various utilities and renewal of leave and license agreements.

- Liaisoning with Govt. authorities like Municipal Corporations, MPCB, Electricity Board, statutory corporations etc whenever required

- Incorporate the best standards of energy conservation practices.

- Coordinating and facilitating set up of communication meetings, special events, exhibition and seminars.

- Maintain cooperation and positive relations with staff, contractors, public officials, and the general public.

- Reviews and/or revises programs in the assigned area of responsibility to ensure compliance of operations with laws, regulations, policies, plans, and procedures.

- Participate in the development of budget requests and the monitoring of expenditures according to budget allocations/appropriations, and recommends and/or initiates cost saving measures.

- Specialization in handling Back Office Operations, Inter-Office Correspondence, Confidential Mails, Quotations, Monthly Billing, Cheques, Etc.

- Managing Administrative Activities Involving Purchase Of Equipments, Maintenance Of Procurement, Housekeeping, Safety, Security, Induction, Etc

- Arranging Accommodation For Onsite Employees By Co-Ordination With Various Branch Offices And To Continuously Improve The Quality Of Services By Visiting And Studying The Overseas Location.

Education and Experience:
- Graduate or Postgraduate

- Diploma in Facility Management

- Bonus points for project management certification

Detailed Requirements:
- Prior experience of 7-8 years in Facilities Management with either a MNC or IT/ITES Service industry of repute.

- Should have excellent verbal and written communication skills.

- Ability to lead and motivate a team of support staff.

- Advanced computer skills

- Experience in managing facilities for 700 -1000 employees

- Go-getter attitude

- Bachelor's degree or equivalent experience in Facilities Management, Facilities Engineering or related qualification such as project management, business management or construction management

- working knowledge of principles and practices of project management

- working knowledge of principles and practices of business administration

- working knowledge of financial principles and practices

- working knowledge of human resource management principles and practices

- working knowledge of procurement and contracts

- sound knowledge of health, safety and environmental regulations

- experience in construction, maintenance and all facets of facility operation

- Good knowledge of electrical engineering

- supervisory experience

- solid computer and systems knowledge


- communication skills

- project planning and organizational skills

- negotiation skills

- problem analysis

- decision-making

- customer service orientation

- adaptability

- team work

- obtain quotes and tenders from multiple vendors and suppliers

- calculate and compare costs for goods and services to maximize cost-effectiveness

- negotiate contracts to optimize delivery and cost saving

- coordinate and monitor activities of contract suppliers

- manage contractor and vendor relationships

- manage and review service contracts to ensure facility management needs are being met

- ensure delivery schedules, quantity and quality criteria are met

- check completed work by contractors and vendors

- verify payment and invoicing match contract pricing

- plan and monitor appropriate facility management staffing levels

- ensure efficient utilization of facility maintenance staff

- performance manage, develop and train staff

- prepare and track facility budget for multiple locations

- monitor expenses and payments

- generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.

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