Hello Santu
I picked up this chain very late and am guessing that by now you might have figured out what Office Maintenance is about. But anyways, I shall add my little bit.
Office Maintenance includes the below :
Facility Management :
a) Housekeeping :
a1) Cleanliness & upkeep of the office : To ensure your housekeeping team are properly and on time, cleaning up the entire space - workstations, table-tops, glass panes, dustbins, toilets, cafeteria, etc. You may have to give them surprise supervision checks on weekends. Also, set up an agenda just like nrchandanala provided and keep reminders. Example : how frequently will you have the carpets shampooed...etc/
a2) Landscaping : To ensure the landscapist/ gardener periodically changes the potted plants, etc.
a3) To ensure they dont misuse the office equipment - phones/ copier machines, etc.
a4) To manage the Housekeeping team : their attendance, overtime, uniform etc., even if they are outsourced through any agency.
b) safety and security of the office:
b1) To ensure the security personnel are doing their job as expected.
b2) to manage the security team - attendance, etc.
c) To be responsible for all the Office Equipment :
c1) To have a ready list of all equipment in the office, with Serial numbers and other details. Equip such as Telephones, PHotocopiers/ Printers, Microwave, EPABX, Fire-extinguishers, coffee vending machines, etc. Also maintain a file with all the purchase/ warranty papers.
c2) Maintenance - To track their Maintenance/ warranty details. This will also involve identifying vendors to service your equipment through AMC's (Annual Maintenance Contracts). Also ensure the machines are periodically serviced.
c3) Stationary : To analyse what are the frequently used items such as pens, staplers, punches, etc and stock up in advance. You may have to also track the distribution to employees.
c4) Always have ready stock of consumables such as Printer cartridges, stationary, etc.
d) Office Expenses / Accounting support :
d1) Verify all invoices received towards office equipment expenses. Example, telephone bills, consumables like biscuits/ tea/ coffee etc. And then forward the bills to your finance.
There are a whole gamut of responsibilities involved with reg to office maintenance. I have only listed out a few.
It is best to get an idea directly from your Superiors as to what all are their expectations. When the number of employees increase, you could even propose to the Management to hire an additional Admin Executive to focus on the jobs.
Hope the above helps. Let me know if you need more.