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Front Desk and Admin Manager

Responsibilities:

This is a dual responsibility role and will have two major facets to it - Managing Front Desk & Facility for office

Front Desk Responsibilities

  • He/she will Manage EPABX system
  • Attend, route and screen incoming and outgoing calls.
  • Greet visitors, respond to inquiries from visitors and provide information about the organization efficiently.
  • Meeting and greeting clients/vendors and managing the reception area.
  • Monitor visitor access, housekeeping and security staff.
  • Handling inward & outward documents

Facilities Responsibilities

  • Monitor and renew of the annual maintenance contracts for various utilities and renewal of leave and license agreements
  • Identify vendors for execution of project, negotiate most competitive prices and follow the procurement and purchase procedures with guidance from Finance
  • Project management and supervising and coordinating work of contractors;
  • Calculating and comparing costs for required goods or services to achieve maximum value for budget;
  • Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies;
  • Using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
  • Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences
  • Analyse workplace performance versus comparable facilities and/or "best of class" facilities
  • Ensure smooth Operation & Maintenance function. Assign necessary resources to ensure high quality, productive and safe work environments, consistent with corporate standards
  • Handle entire property maintenance i.e. electrical, plumbing, mechanical, general facility management etc.
  • Motivate team to maintain engagement and continually improve performance the operation, staffing, performance, and development of the Facilities Management service delivery staff
  • 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
  • Liaison with Govt. authorities like Municipal Corporations, MPCB, Electricity Board, statutory corporations etc. Monitor and renewal of the annual maintenance contracts for various utilities and renewal of leave and license agreements. 
  • Responsible for all compliance with respect to STPI/SEZ regulations as well as environmental compliance. Incorporate the best standards of energy conservation practices
  • Maintain cooperation and positive relations with staff, contractors, public officials, and internal teams. Effectively communicate business, technical and product information at all levels 
  • Prepare annual budgets and monitor actuals v/s budgeted costs. Review monthly/quarterly variance reporting on for all the sites on a timely basis

Qualification & Experience:

  • 2-4 years of prior experience in managing front desk and facilities with either a Hotel or Airline or Service industry.
  • Responsible and organized individual with the ability to withstand pressure and multitask effortlessly
  • Go-getter attitude & should have excellent verbal and written communication skills
  • Having experience in managing large facilities with the ability to lead and motivate a team of support staff
  • Advanced computer skills
  • Degree from an accredited university in Hotel and Restaurant Management, Hospitality or equivalent work experience in Front Desk and Facilities Management with emphasis on operational management of multi-site large corporate facilities.

 

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