Job Title

Assistant Manager - Facility

Job Description Summary

Job Description

JOB DESCRITPION

Job Summary:

The Assistant Manager – Facility Management & Administration will be responsible for vendor management, procurement, invoice processing, SAP transactions, facility operations, compliance tracking, budget monitoring, and coordination with internal stakeholders and external vendors across PAN India locations. The role requires strong administrative, commercial, and financial coordination skills to ensure smooth business operations and timely service delivery.

Key Responsibilities:

1. Vendor Management & Procurement

• Manage procurement of housekeeping, security, pantry, stationery, and other administrative services.
• Maintain centralized vendor agreements and service contracts.
• Coordinate with vendors for service delivery, compliance, and grievance resolution.
• Track invoices, penalties, credit notes, and service performance records.
• Monitor Minimum Wages (MW) revisions and vendor compliance.
• Prepare annual budgets and analyze budget variances in coordination with the Finance team.
• Manage CSA fund requirements and credit card accounting.

2. Invoice Processing & Payment Coordination

• Verify and process invoices through the DICE platform.
• Manage rent, utility, maintenance, security, housekeeping, and other facility-related bills.
• Maintain invoice trackers and MIS reports.
• Generate daily pending reports and ensure timely closure.
• Coordinate with Finance for payment processing and query resolution.
• Follow up on outstanding payments and provide payment status to vendors.
• Maintain vendor master and billing records.

3. SAP Operations

• Create and manage Purchase Orders (POs) using SAP.
• Process GRN, SRN, MIGO, and service entry activities.
• Maintain SAP master data and PO records.
• Track and follow up for timely approval of SAP transactions.
• Utilize SAP T-Codes such as BTP PO, ZFI_VEND_PAY_SEL, MIGO, ML81N, and FBL1N.

4. Vendor Onboarding & Master Data Management

• Handle vendor registration and customer creation processes.
• Coordinate document collection and verification.
• Facilitate vendor registration and customer code creation.
• Resolve data deviations identified during approval workflows.
• Communicate onboarding status and code creation updates to vendors.

5. Compliance & Reporting

• Track vendor compliance documents and statutory requirements.
• Ensure timely GST-related documentation and coordination.
• Maintain service agreement records, audit documents, and compliance trackers.
• Prepare MIS reports for management review.
• Support internal and external audits with required documentation.

INCO: “Cushman & Wakefield”