Administration Officer
Location :
Mumbai
Job description
Skills & Abilities :
- Strong knowledge of building systems, maintenance practices, housekeeping and regulatory compliance
- Sound knowledge of office procedures
- Ability to multitask and prioritise daily workload
- High level verbal and written communications skills
- Discretion and confidentiality
- Strong negotiation skills
- Familiarity with sustainability practices and energy management is desirable
- Ability to handle multiple tasks and work under pressure
- Excellent organisational and problem-solving skills
Roles & Responsibilities :
- Oversee day-to-day office operations, including the management of office supplies, equipment, and facilities.
- Serve as the Single Point of Contact (SPOC) for arranging comprehensive travel itineraries, including Flight/Train/Bus/Cab bookings. Facilitate seamless coordination between staff and external vendors throughout the travel booking process.
- Support the Admin In charge/HOD in securing hotel accommodations and local transportation for staff members.
- Coordinate meetings, conferences, off-site events, handling venue bookings, catering arrangements, and preparing necessary materials.
- Manage the Uber Corporate portal, handling user registrations and processing travel claims.
- Ensure well-maintained meeting rooms, conference facilities, and lecture halls, allocating them as per requirements. Collaborate with HOD, HR, and CEO office to optimiae space utilisation within the facility. Plan and allocate office layouts, storage areas, meeting rooms, and common spaces.
- Coordinate moves, expansions, or reconfigurations, minimizing disruption to daily operations.
- Prepare and manage the facility budget, overseeing operational expenses, maintenance costs, and capital expenditures.
- Verify and process Pan India invoices, petty cash statements, local conveyance, and travel expenses.
- Prepare purchase requisitions and coordinate with the central Admin team for procurement and timely delivery.
- Assist HOD in developing and executing preventive maintenance programs for optimal facility infrastructure, equipment, and system operation.
- Coordinate with maintenance staff or external contractors for repairs, renovations, or upgrades.
- Manage facility service Annual Maintenance Contracts (AMCs) and Rate Contracts for Maintenance, Security, Housekeeping, Waste Management, and Energy Management.
- Generate regular reports on facility performance, maintenance activities, budget utilisation, and other key metrics.
Education & Work Experience :
- Bachelor's degree in Facility Management, Business Administration or a related field.
- 5 to 10 years of proven experience in facility management, travel coordination & office administration including managing multiple facilities.
