Front Office, Administration (on Contract)

Fanuc; Bengaluru; On-site; INR 450,000 - 750,000; Full time

Job summary

Fanuc Bengaluru is seeking an experienced Admin & Facilities professional to oversee front desk operations, visitor coordination, housekeeping, and guest house management. You will ensure smooth daily functioning of the premises and act as a liaison with staff and vendors.

The role covers vehicle maintenance, procurement of office supplies, vendor bill processing in SAP, and timely reporting. You’ll manage waste, security, events support, and asset verification, maintaining compliance with

Responsibilities

• Front desk management: attend visitors/customers and coordinate with staff; courier handling.
• Housekeeping & pest control: keep premises clean, schedule deep cleaning, procure consumables.
• Guest house management: booking of rooms, arrange daily needs, ensure 24x7 amenities.
• Vehicle maintenance: track maintenance history, schedule servicing, insurance renewal, GPS management.
• Procurements: indent collection, stationery procurement, coffee/Water/Printer consumables stock.
• Vendor bill management: ensure timely billing, ERP/SAP entry, payments within due dates.
• Others: assist asset verification and company events, waste management.

Job description

Roles & Responsibilities:

• Front desk Management Handling front desk, attending visitors & customer, & incoming / outgoing courier management.
• Responsible for house-keeping of premises as per Company standards.
• Company Guest House Management.
• Vehicle maintenance Ensuring upkeeping & cleaning, regular servicing & insurance renewal, GPS tracking. Ensuring quick resolutions of breakdowns & arranging accidental repairs
• Procurement - Collecting indent, ordering required consumables, verifying vendor bills.
• Vendor Management - Bill entry in SAP & submission as per regular billing cycle.
• Support for other Admin activities.

DETAILED Job Description

1. Front desk Management

• Handling front desk; Attending to visitors & customers and informing the concerned staff for meeting.
• Courier Management – coordinating dispatch of document couriers, verification of courier bills. Distribution of incoming couriers to concerned staff.

2. Housekeeping and pest control

• All internal area and furniture’s should be free from dust.
• Toilets, reception and canteen should be always clean and there should be no complaints from users.
• Floor wet Moping schedule to be prepared and followed the same.
• Prepare the week end deep cleaning schedule and follow the same.
• Best quality consumables to be procured and expenses should be tracked.
• No complaints from staffs to be reported on housekeeping.
• Preparing the pest control services schedule and getting it done through vendor.
• Make sure that nothing is damaged due to rats and wood termites.

3. Guest House Management

• Booking of guest rooms.
• Arrange Fruits and Food items as per request.
• Make sure for Availability of daily routine items
• Make sure for 24*7 Amenities. Like Electricity, water, AC etc.

4. Vehicle Maintenance

• Keeping the track of all company cars maintenance history.
• Regular maintenance of TDC vehicles once in every 10000Kms.
• Each vehicle expenses to be tracked and monthly report on vehicle maintenance to be prepared with in 2nd of next month.
• Vehicle should be kept in clean condition always.
• Insurance renewal and emission test to be carried within due date.
• All the required documents to be kept in vehicle always.
• Renewal of vehicle insurance of all company vehicles within due date.
• Accident repair/breakdown repair of vehicles.
• Car GPS system managements of all cars.

5. Procurements

• Collection of indent and procurement of stationery within 10th of every month.
• All the stationery consumption and expenses to be tracked. Report should be ready for review always.
• Food arrangements for Employees, Customer to be shared with food Vendor.
• Best quality of the drinking water to procure and enough stock to be kept in the office.
• Coffee machine consumables stock maintaining
• Printer Consumables like toner and paper stock maintaining

6. Vendor bill Management

• All 25th schedule bills should be sent to HQ within 30th of every month and 30th schedule bill should be sent within 5th of next month.
• Provision list should be prepared on 2nd of every month.
• Bill entry to be made in ERP/SAP without any error.
• Bill details to be record in vendor tracking file and copy of the bill should be filled.
• Electricity bills, water bills and all government fees should be processed immediately and make sure the payments are made within due date.
• After sending the bills to HO, make sure the bills are certified by HoD admin and submitted to finance for payment.
• All vendor bill payment details should be recorded against the bill.
• Imprest handling. Proper receipt of cash transactions.

7. Others

• Assist in annual asset verification
• Assist in various company events
• Waste Management.