Team Member - Administration

Division

Administration & Facilities Management

Department

Administration & Facilities Management

Job Purpose

Housekeeping and Gardening staffs as deployed at site by outsourced vendor needs constant supervision.

Vendor needs to be monitored for all three Units with regards to deployment, Attendance records, vendor billing, compliance and it’s operational activities in coordination with Duty security officer, site in-charge, respective departments supervisors.

Key Accountabilities (1/6)

1. Responsible for cleaning and gardening/Landscaping activity in non-GMP areas and Pest control schedule to follow and record as per GMP practices

• Checking cleanliness in non-GMP areas including staircase and roadway inside factory.
• To ensure the daily, Monthly & quarterly pest control alignment with vendors.

Key Accountabilities (2/6)

2. Responsible for cleaning activity in Pharma GMP areas

• Monitoring & supervision of Pharma GMP area housekeeping staff & maintain daily Shift Schedule.
• Pharma GMP area Training given to new joining HK staff.
• Ensuring cleaning of all change rooms / Shoe lockers & personal lockers as per site SOP.

Key Accountabilities (3/6)

3. Adherence to Health, Safety and Environment policy of the organisation

• To Ensure all operational and safety procedures are properly followed while working.

Key Accountabilities (4/6)

4. Attendance records, MIS & billing of housekeeping & pest control operation

• Daily verification of absenteeism of personnel to prioritize the work.
• To Maintain the log / records of cleaning wherever applicable without deviation in services. 

Key Accountabilities (5/6)

5. Training to Housekeeping supervisors and staff 

• To conduct training of housekeeping supervisors and staff as per Cipla protocol and maintain the records.

6.Support/ supervision in linen management

• Ensure linens are properly stored and recorded.
• Proper procedure followed when linen or uniform needs to be discarded.
• Update Linen RGP reports.

Key Accountabilities (6/6)

7. Compliance management 

• Ensure & maintain all compliance & records related to labour compliance & to be followed.

Key Interactions (1/2)

INTERNAL

• Site admin in-charge 
• Hospitality manager
•  Facility Manager
• Chief Security officer /Security Officers
• Other department manager/ supervisors

Key Interactions (2/2)

EXTERNAL

• Vendor site in-charge 
• Pest Control vendor and team

Dimensions

To manage the Housekeeping, Landscaping and Pest control activities across all three units and residential colony spread across approx 30acres.

Key Decisions (1/2)

DECISIONS

• Housekeeping & Landscaping manpower deployment 
• Pest control schedule

Key Decisions (2/2)

RECOMMENDATIONS

• Increase or decrease count of housekeeping, landscaping manpower to optimize the cost without dilution of the quality or desired output
• Pest control schedule – alteration/ deviation

Education Qualification

Graduate in any discipline (preferred: Facility Management or related field)

Relevant Work Experience

1-2 years minimum work experience in administration and facility management.

Skills:

• Excellent organizational and team management skills
• Computer literacy including Microsoft Word and Excel
• Ability to work a flexible schedule, including weekends and holidays
• To handle the complaint related to housekeeping /Horticulture and pest control services and resolve the problem efficiently
• Proficiency in MS Office and record-keeping systems