Assistant Manager

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.

Key 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.

Key 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.

Skill/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