Job Description

Job description Job Summary: We are looking for a proactive and detail-oriented Admin Executive / Facility Executive to manage the daily operations of our facilities. The ideal candidate will have experience in facility management, soft services, repair and maintenance, vendor management, and report preparation. This role requires a strong ability to handle multiple responsibilities, maintain a high level of organization, and ensure smooth facility operations. Key Responsibilities: Facility Management: Oversee the day-to-day operations of the facility, ensuring everything runs smoothly and efficiently. Monitor and manage facility safety, cleanliness, and operational conditions. Ensure compliance with health and safety standards and regulations within the facility. Soft Services: Coordinate and manage soft services such as housekeeping, cleaning, and security operations. Monitor service quality and ensure vendor compliance with agreed-upon standards and service level agreements (SLAs). Manage inventory for consumables (e.g., cleaning supplies, office supplies) and coordinate procurement when needed. Repair & Maintenance: Manage the repair and maintenance of all building infrastructure, ensuring a safe and well-maintained environment. Coordinate with external contractors for necessary repairs, including plumbing, electrical, HVAC, and general building upkeep. Monitor and manage routine maintenance schedules to avoid operational disruptions. Vendor Management: Liaise with external vendors and service providers to ensure the timely delivery of services and materials. Negotiate contracts, service agreements, and monitor vendor performance to ensure compliance with terms. Review and approve vendor invoices and ensure timely payments. Report Preparation: Prepare daily, weekly, and monthly reports on facility operations, including maintenance, vendor performance, and service levels. Track and report on expenses and budget adherence for facility operations. Maintain and update documentation for facility operations, including maintenance logs, vendor contracts, and service schedules. Required Qualifications: Proven experience in facility management or administrative roles, particularly in facility operations, soft services, and maintenance. Strong organizational skills with the ability to manage multiple tasks simultaneously. Excellent communication and interpersonal skills to manage vendors and internal stakeholders effectively. Knowledge of building systems, repair processes, and vendor management. Proficient in preparing reports and maintaining operational documentation. Basic proficiency in MS Office (Excel, Word, PowerPoint) and facility management software is a plus. Preferred Qualifications: Experience with budgeting and cost control for facility operations. Previous experience working in a corporate or commercial environment. Strong attention to detail and ability to identify and resolve operational challenge