Facility Management General Administration

Nikhil Gautam

Silver Spring, MD ***** 571-***-****

**************@*****.***

Objective

An accomplished professional with 14 years of experience in General Administration seeking a challenging role in General Administration & Facility Management within a dynamic organization that fosters personal and professional development.

Skills

General Administration

• Coordinated facility management activities, overseeing professional, technical, and soft services.

• Formulated annual maintenance work plans, preventative maintenance schedules, and modifications.

• Supervised the operation, maintenance, repairs, and schedules of the physical plant, structures, and grounds.

• Developed comprehensive preventative maintenance and repair programs, estimating resource needs.

• Initiated and supported contract development, drafted scopes of work, and supervised contractor performance.

• Possessed expertise in liaising and maintaining coordination with Government/Administrative agencies.

• Proposed maintenance policies, determined facility condition indexes, conducted annual facility condition surveys, and performed inspection surveys.

• Ensured the proper functioning of security systems.

• Managed energy resources by monitoring and enhancing post-energy use, ensuring utilities availability.

• Maintained real property inventory and optimized the computerized maintenance management system, monitoring performance metrics.

• Monitored building automation systems, including complex HVAC systems, and load build-up in chillers and generators.

• Demonstrated expertise in managing ISO 27001 audits and ensuring compliance. Facility Management and Strategic Planning

• Engaged in long-term planning for facility management, adapting the long-range plan, and maintaining the post’s mission requirements and master plan. Established performance goals, objectives, and advocated for resources.

• Managed project development, designs, and supervised construction activities.

• Administered the prioritization of work and established work schedules.

• Planned facility budgets, allocated funds, and managed sustainment, restoration, and modernization funds.

• Oversaw customer service, monitored performance standards, implemented quality control procedures, and conducted customer surveys. Collaborated with tenants from other agencies.

• Analyzed facility management data to assess the effectiveness of FM programs using key performance metrics, showcasing efficient use of maintenance funds and assets.

• Supervised staff, involving the development of staffing plans, resource advocacy, writing position requests and descriptions, training and mentoring staff for professional proficiency improvement, preparing employee evaluations, and participating in staff hiring and separation processes.

• Prepared written reports, documents, and delivered briefings.

• Conducted space planning and management.

Safety Management

• Assumed the role of safety officer, providing leadership in safety training to ensure adherence to safe work practices.

• Reported, reviewed, and investigated mishaps.

• Managed the ongoing fire prevention program.

• Conducted safety certifications for leased properties.

• Supported emergency preparedness and developed emergency contingency plans.

• Oversaw environmental controls, abatement, and the proper handling of hazardous waste.

• Supervised post-water and ambient air quality testing.

• Ensured company compliance with cleaning and disinfection guidelines. Experience

Oct 2023 - Present

Enterprise Business Solutions Inc.- Administration & Facilities Manager

Overseeing regular maintenance of facilities and coordinating repairs and renovations.

Implementing security measures to protect facilities and managing access control systems.

Ensuring compliance with health and safety regulations and implementing emergency response plans.

Overseeing utilities such as electricity, water, and heating and implementing energy-saving initiatives.

Managing relationships with external service providers and negotiating and monitoring contracts.

Managing IT infrastructure within facilities and coordinating with IT for equipment and connectivity.

Implementing and promoting eco-friendly practices and managing waste disposal and recycling programs.

Overseeing daily operations of the office and coordinating travel arrangements for employees.

Managing office supplies, equipment, filing systems, document organization, petty cash and expense reporting.

Ensuring a clean, organized work environment, compliance with organizational policies, a positive experience for visitors and guests.

Handling employee records, benefits administration, and maintaining accurate/up-to-date records.

Assisting in budget preparation, monitoring, recruitment and onboarding processes.

Implementing and communicating policies to employees and handling inquiries and providing support to clients or customers.

Oct 2022 - Aug 2023

ATAR Solutions Inc.- Manager Administration.

Organize and coordinate company events, meetings, and conferences.

Contribute to the development and implementation of the organization's overall strategic plan.

Ensure compliance with legal requirements in administrative practices.

Negotiate contracts and agreements with vendors.

Monitor vendor performance and ensure contract compliance.

Implement and manage administrative systems and technologies.

Ensure the security and efficiency of information systems.

Oversee the maintenance and security of physical facilities.

Coordinate office space planning and utilization.

Facilitate communication between different departments and levels of the organization.

Ensure clear and effective communication within the administration team.

Recruit, train, and supervise administrative staff.

Foster a positive work environment and promote teamwork.

Conduct performance evaluations and provide feedback. Nov 2021 - Mar 2022

VEATIVE LABS Pvt Ltd, India- Administration & Facilities Manager

Coordinated facility management operations, overseeing professional, technical, and soft services. Developed annual maintenance and preventative maintenance plans along with schedules. Managed supplies including office, pantry, and household items. Procured IT materials and maintained corresponding backups. Recorded quarterly budget for office expenses.

Formulated comprehensive preventative maintenance and repair programs with resource estimates. Ensured daily functionality of UPS, HVAC, and other equipment, maintaining associated AMC agreements. Initiated and supported contract development, drafted scopes of work, and monitored contractor performance. Liaised with Government/Administrative agencies. Managed security systems and improved post-energy use while ensuring utilities availability.

Maintained real property inventory, optimizing the computerized maintenance management system and monitoring performance metrics. Oversaw building automation systems, including complex HVAC systems. Managed audits and compliance for security and housekeeping staff. Tracked material inwards and outwards, recording gate passes for audit purposes. Established work schedules, assigned priorities, and planned facility budgets.

Analyzed facility management data using key performance metrics, demonstrating efficient use of maintenance funds and assets. Prepared written reports, delivered briefings, and conducted space planning and management. Handled procurement and vendor management, working closely with vendors daily. Assisted in planning and developing vendor management policies, programs, and procedures.

Reported, reviewed, and investigated incidents and mishaps. Managed Business Continuity Planning (BCP) mock drills, maintaining records for audits. Maintained safety certifications for leased and company-owned properties, including floor plans and emergency exit plans. Supported emergency preparedness, prepared contingency plans, and managed environmental controls, abatement, and hazardous waste handling. Supervised testing of post-water and ambient air quality, ensuring adherence to cleaning and disinfecting guidelines. May 2020 - Nov 2021

Wave Facility Management & Security Services, India- Administration & Facilities Manager

Management of assets and procurement.

Budget oversight, contract administration, and SLA management.

Skilled in cultivating and sustaining positive relationships with Heads of Departments for efficient operations.

Handled day-to-day administrative tasks in collaboration with internal/external departments to ensure seamless business operations.

Oversaw office management, maintained records, managed events, and handled calendaring.

Managed executive support and coordinated travel arrangements.

Established and maintained liaison with Government/Administrative agencies.

Nurtured strong relationships with vendors, local building authorities, security, and pantry services to enhance management and guide the workforce toward achieving business and corporate objectives.

Facility Management (FM) - Ensured compliance with local building codes, energy conservation, water usage, and safety regulations.

Vendor and Security Management - Guaranteed timely delivery of cleaning supplies and housekeeping uniforms.

Ensured basic compliance requirements were met and maintained records for audit purposes. Nov 2019 - April 2020

Laxman Constructions & Engineering Co., India- Facility Manager

Oversaw logistics operations.

Managed the daily office facilities for engineers and subcontractors.

Ensured provision of facilities, infrastructure, and other necessities for employees.

Handled supplier interactions, including issuing purchase orders and negotiating prices.

Responsible for maintaining LT & HT panels, Capacitor banks, and UPS.

Authorized for the maintenance of Access Control System & Fire Alarm System.

Accountable for Compliance & Procurement Management.

In charge of Contract Management.

Held responsibility for Labor Compliances.

Managed AMCs for various equipment.

Sept 2017 - Oct 2019

Dusters Total Solutions Services Pvt Ltd- Facility Manager Deployed at BRITISH COUNCIL MANAGEMENT SERVICES

Responsible for overseeing Technical and Soft Services.

Accountable for Business Continuity Planning (B.C.P.) and conducting Mock Drills.

Ensured maintenance of LT & HT panels, Capacitor banks, UPS, HVAC, Access Control System, and Fire Alarm System.

Managed the preparation of MMR, SLA, PPM Calendar, Duty Roaster, Daily Report, Electricity Bill verification, CAM Module, etc.

Handled Vendor Management and Cafeteria management.

Oversaw Helpdesk Management and Transport Management.

Managed Security and Asset Management.

Handled Compliance and Procurement Management.

Implemented cost-saving initiatives related to electricity, consumables, and other required goods.

Conducted training for facility teams, including Housekeeping, Maintenance, and Security teams.

Accountable for overseeing the ISO Audit Preparation Process. April 2011 - Sept 2017

Tata Consultancy Services Inc.- Admin Executive deployed at Passport Seva Kendra Ghaziabad

Oversaw Audits for both Non-IT and IT assets.

Managed the preparation and oversight of the budget.

Maintained records for operational expenses, purchase orders, and processed payments.

Coordinated effectively with MEA officials.

Authorized for Management, Procurement, Inventory, SLA, Compliance, and Audits.

Ensured timely delivery of day-to-day operational requirements and Digital Signature Certificates.

Maintained records for the activation and deactivation of PSP Ids, Access Cards, Digital signature certificates, Access areas, Ultimatix, and Business operation portal accounts for new joiners and resigned employees. Ensured compliance for Information Security and ISO Audits.

Supervised outsourced Facilities staff and vendors.

Conducted Mock drills in line with Business continuity plans and maintained records for future Audit purposes.

Managed PPM for various equipment.

Conducted daily checks for the proper functioning of Fire and safety systems.

Handled Monthly Audits for security and operational-related registers.

Controlled Monthly Audits for security and operational reports.

Conducted Monthly Reconciliation for Non-Returnable and Returnable Gate passes.

Responsible for the confidential movement of files and personal information of citizens.

Governed SLA and Audit compliances by Ministry of External auditors.

Maintained liaison with Government officials for external services such as Shop and Establishment, Labour Law, Electricity Department, Fire Department, Municipal Department, District Magistrate office, SSP office, etc.

August 2009 - April 2011

KHYBER AIRCONDITIONING CO.- Admin Executive

Supervised the movements of both IT and Non-IT assets and the issuance of gate passes.

Ensured adherence to all administrative procedures.

Secured the availability of consumables such as stationery, diesel, water, cartridges/toners, etc.

Generated requisitions for payments and ensured their timely processing.

Managed the preparation and oversight of the budget.

Took charge of Courier and mail organization, centralized office stationery, and made relevant purchases.

Handled Vendor Management, including shortlisting, negotiation, and empanelment.

Coordinated and monitored the performance of all vendors.

Procured and managed AMC for office equipment.

Monitored compliance with central and local regulations.

Oversaw all administrative activities.

Managed daily attendance and leave records for employees.

Monitored the attendance and performance of Housekeeping, Security, and other sub-staff.

Took responsibility for logistic operations.

Education

Chaudhary Charan Singh University, India- Bachelors of LAW (LL.B) Sep. 2020- Sep. 2023

Agra University, India- Masters in Business Administration (MBA International Business) Aug. 2007- Aug. 2009

Chaudhary Charan Singh University, India- Bachelors of Computer Application (BCA) Aug. 2004- Aug. 2007

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