JOB TITLE:
Office Manager/Facilities Coordinator (i.e. USA Offices)
DEPT:
Global Technology Network & Operation Group
LOCATION:
Matawan
REPORTS TO:
Corporate Real Estate Management
Support the Corporate Real Estate Management activities at Tata’s USA based offices, to include where applicable the management of ON/OFF roll staff which are responsible for the maintenance, reception, courier services, security and supplier contract management activities. Also supports the management of subtenant’s requirements where applicable.
Operating Network - Key ExternalKey responsibilities/Tasks:
(Duties include but not limited to the following. Other duties as required by the situation in the building related to the following areas or as requested by the line manager.)
- Prime interface for USA Admin office complaints
- To manage all day-to-day aspects of the cleaning contract at all sites ensuring the required service level and standards are being maintained.
- To provide Admin and Financial support to the Corporate Real Estate team
- To support the Corporate Real Estate Management with all aspects of CAPEX project work across respective offices.
- Space planning and AUTOCAD floor plan updates management.
- To support the Corporate Real Estate Management with maintaining the Dept. budget sheet and project tracker. Responsible for raising purchase orders and vendor follow-ups
- Act as a link between internal customers Subtenant(s)/Landlord(s) to ensure prompt and professional resolution of any issues that may arise.
- Ensure all meeting rooms are kept tidy, properly stocked with stationery and liaise with IT to ensure cable management is organized and Audio Video equipment is functional.
- Manage a range of supplier contracts, to include stationery, furniture, vendor machines (ex: Printers), tea/coffee supplies, business stationery ordering. Monthly account/expenditure review meetings for all sites.
- Ensures evacuation plan and required drills are in place with the landlords and/or other mandated authority group.
- Act as key team representative on Health & Safety Committees where applicable.
Operating Network - Key InternalKey responsibilities/Tasks:
(Duties include but not limited to the following. Other duties as required by the situation in the building related to the following areas or as requested by the line manager.)
- Prime interface for USA Admin office complaints
- To manage all day-to-day aspects of the cleaning contract at all sites ensuring the required service level and standards are being maintained.
- To provide Admin and Financial support to the Corporate Real Estate team
- To support the Corporate Real Estate Management with all aspects of CAPEX project work across respective offices.
- Space planning and AUTOCAD floor plan updates management.
- To support the Corporate Real Estate Management with maintaining the Dept. budget sheet and project tracker. Responsible for raising purchase orders and vendor follow-ups
- Act as a link between internal customers Subtenant(s)/Landlord(s) to ensure prompt and professional resolution of any issues that may arise.
- Ensure all meeting rooms are kept tidy, properly stocked with stationery and liaise with IT to ensure cable management is organized and Audio Video equipment is functional.
- Manage a range of supplier contracts, to include stationery, furniture, vendor machines (ex: Printers), tea/coffee supplies, business stationery ordering. Monthly account/expenditure review meetings for all sites.
- Ensures evacuation plan and required drills are in place with the landlords and/or other mandated authority group.
- Act as key team representative on Health & Safety Committees where applicable.
Minimum qualification & experienceSkill/Competencies required:
- College Diploma of Business or relevant
- Minimum 10 years of working experience
- Excellent communication and customer relationship management skills
- Good knowledge and experience in facilities, maintenance, contract and budget management
- Ability to gain and maintain confidence of internal clients, stakeholders and suppliers through swift and efficient responses.
- Self-sufficient, high energy & drive, reliability, determination and common sense.
- Strong organisational skills with a high level of accuracy and attention to details
- Displays good teamwork ethic but comfortable and able to manage own workload
- Working knowledge of MS office and SAP related tools