Key Responsibilities
Billing and PO management:
- Managing vendor coordination, PR creation & invoice processing for services related to admin & facilities for North offices.
- Creating Purchase Request in Zycus post approvals & follow up for PO.
- Processing payment to vendors after verifying invoices, purchase order & contract. Making service entry sheets in SAP. Making goods receipt notes in SAP
- Maintaining service/ location wise PO&WO list & post order documentation,
- Keep the follow up to suppliers for delivery of material on time at site.
- Maintain vendor records and vendor escalation matrix.
- Invoice processing with correct supporting and solving queries related to invoice. Co-coordinating with finance team for vendor payment.
- Coordinating with various sites and internal departments for smooth processing of payment to suppliers & service providers.
- Preparing MIS reports on a monthly basis.
- Reconciliation with Vendors on payments every quarter.
- No work to be carried out without proper agreement / PO in place.
- Executive has to work from office 6 days a week except holidays.
Facility Services:
- Submitting a MIS report on time.
- Carrying out correspondence with all vendors
- Maintain the store room with material tracker update
- Evaluating support services, identifying needs, anticipating problems and developing corrective actions.
- Determining goals and standards of facilities and management support services.
- Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift
- Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep.
- Overall service delivery assessment of HK vendor/ Inventory Management / Vendor Coordination.
- Planning, Developing & coordinating a program of planned cleaning schedules & maintenance of critical equipment.
- Identifying the training requirements for site employees, coordinates with the base office for it.
- Maintaining Standard Operating Systems at site for the Facilities management services
- Overseeing the maintenance and control of records involving facilities management.
- Establishing and maintaining essential records and files. Supervises the staff involved in performing the functions of the assigned units.
- Maintaining discipline and quality of work by all staff.
- Co-ordinating with service vendors agencies for on-time delivery of assigned ancillary services.
- Liaison with vendor management for on-time submission of invoices.
- Ensuring that all staff are in proper uniforms and properly groomed and are trained with basic etiquettes.
- Ensuring that response time is minimum and confirmation of the job done is obtained from the concerned employees.