Admin Executive-Chennai Location

POSITION SUMMARY:

BOT VFX a postproduction services company in the entertainment industry with global clients is looking for a midlevel position Admin Executive on a permanent role basis. The scope of responsibilities involves the entire lifecycle of facility management & Operations delivering of administrative services travel and hospitality services.This role reports into the Admin Manager and dotted line basis to the Head of HR & Admin..
The candidate must have experience relating to facility management administrative travel and hospitality services in similar size or larger organizations.

POSITION RESPONSIBILITY

• Handle Travel & Accommodation requests for the employees based on the policy guidelines.
• Handle VISA formalities for international travel applications vendor coordination. Working knowledge on visa websites is preferred.
• Knowledge on framing Admin and facility related Policies & Processes based on the requirements.
• Procurement and Vendor negotiation for office equipment/supplies repairs maintenance AMC and services in coordination with the Finance and procurement team.
• Help conduct Security Audits to ensure the physical security standards are met.
• Drive Employee Health and Safety (EHS) programs
• Manage all NonIT Assets and ensure regular audit and tracking of all the assets.
• Facility Management. Manage the housekeeping vendor/s for upkeep and clean maintenance of facilities at all times. Daily Floor Walk Audit day to day operation building team coordination for parking repair & maintenance events client visits coordination and logistics
• Coordinate with Vendors for quotation negotiation approval agreement supply service & Invoice submission.
• Event Management Event celebrations coordination for purchase training & meeting arrangements.
• Security Management. Physical security parking BMS CCTV monitoring attendance registers reports & handling audit documents.
• Ensure positive customer feedback. Handling Employee queries received through mails and ticketing tools. Ensure faster resolution of queries.
• Establish & Implement SOPs for Routine Facility Operations. Develop clear guidelines and SOPs for the upkeep of facilities. Ensure proper training around those SOPs.
• Data Management Tracker for ticket booking accommodation attendance materials food snacks first aid petty cash security registers..
• Budgeting and Cost control. Ensure the spends are within the allocated budgets and cost savings shown year on year.
• Initiatives & new Idea generation. Innovation process enhancements for the organization growth & employee satisfaction.
• Good knowledge in handling technical & engineering for the AC UPS Data center Server dehumidifier AMC electrical plumbing carpentry & civil.

REQUIRED SKILLS

• At least 46 years of experience in the areas of facility management and Administration is highly preferred
• Good written and verbal communication skills with the ability to effectively present information
• Must have strong grasp of productivity tools like Google Sheets Google Documents and MS office tools
• Ability to manage multiple internal and external stakeholders with a detailed process oriented approach
• Strong negotiation skills for getting a good deal for the organization