Key Responsibilities - Facility Management Department

1. Primary

- Supervise daily in-house office upkeep including cleanliness, maintenance, and timely repairs in coordination with housekeeping staff and vendors.
- Monitor and maintain inventory of office supplies, pantry items, and stationery; ensure timely procurement and replenishment.
- Ensure smooth opening and closing of office premises and adherence to asset security protocols.
- Maintain and update various trackers for operations.
- Prepare Employee evaluation reports
- Prepare payroll/salaries by gathering attendance and leave data accurately and on time.

2. Client Servicing & Contracts

- Prepare, review, and renew client contracts and agreements in coordination with the operations team.
- Generate client quotations, service proposals, and billing documents in alignment with approved pricing strategies.
- Manage billing processes, ensure timely bill preparation, payment follow-ups , and maintain proper records.
- Conduct client visits and site inspections whenever necessary to ensure quality of service delivery.
- Maintain detailed documentation of machinery, equipment, and assets deployed across client sites.
- Track and manage client feedback , ensuring timely response and escalations.

Timely Payment Recovery from Clients

- Ensure preparation and submission of client invoices in coordination with accounts.




- Maintain a payment recovery tracker with details of invoice amount, due date, cheque/transfer status, and pending balance.
- Escalate delayed payments to management for necessary action.
- Coordinate with the accounts team to reconcile payments received against invoices.
- Ensure monthly cheque follow-up and recovery schedule is strictly adhered to, minimizing outstanding dues. 3. Coordination & Reporting
- Work closely with the Operations Manager for all administrative and operational reporting.
- Facilitate smooth communication between internal teams, site operations staff, and management.
- Coordinate weekly departmental review meetings; prepare agendas, minutes, and follow-up trackers.
- Prepare and submit Monthly Management Reports (MMR) with inputs from operations, HR, and accounts.
- Support planning and execution of internal office events, staff training, and client review meetings.
- Ensure client contract renewal schedules are tracked and completed on time.
- Travel to client sites whenever necessary for operations support, client servicing, or escalation handling.
- Maintain and regularly update employee records such as attendance, leaves, personal files,
- and documentation.

Monitor and report employee attendance, punctuality, uniform and absenteeism. (Office staff + On ground staff)

Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Administration Officer (Virar)
🏢 Captain Clean India Private
📍 Virar