Administration & Facility Executive/Supervisor

PEARCE

Join the nation’s leading independent service provider for critical telecommunication and renewable energy infrastructure. We are the premier independent service provider for our nation’s critical infrastructure. With over 2,500 team members nationwide, Pearce delivers comprehensive engineering, maintenance, repair, and repowering solutions, ensuring the seamless operation of our nation’s wireless and wireline telecom, commercial and utility-scale solar and wind projects, EV charging stations, as well as large-scale power generation, critical power and energy storage assets.

Job Purpose

To ensure smooth functioning of the organization’s day-to-day administrative and facility operations by overseeing security, housekeeping, transport, travel, vendor management, and overall office upkeep while maintaining cost efficiency, safety, and compliance.

Key Responsibilities

1. Security Management

• Oversee security arrangements, ensuring safe movement of men and material within and outside company premises.
• Coordinate with security agencies and local law enforcement for effective security operations.
• Monitor access control and maintain records of visitors and materials.

2. Housekeeping & Maintenance

• Supervise housekeeping and office support staff to ensure cleanliness and hygiene across premises.
• Oversee pest control, minor civil repairs, and maintenance of office infrastructure, equipment, and fixtures.
• Ensure all office equipment, furniture, and appliances are in proper working condition.

3. Transport & Travel Management

• Manage official travel, ticketing, hotel bookings, and logistics for employees and guests.
• Plan and monitor cab/transport arrangements, driver rosters, fuel allocation, and vehicle maintenance.
• Verify bills related to transport, vehicle rentals, and overtime claims.

4. Vendor Management

• Identify, evaluate, and onboard vendors for facilities, housekeeping, transport, and other administrative services.
• Negotiate rate contracts, maintain AMC records, and ensure timely renewal and performance monitoring.
• Process and verify bills/invoices for vendors and service providers.

5. Office Administration

• Manage conference rooms, meeting arrangements, and office inventory (stationery, supplies, etc.).
• Supervise canteen/cafeteria operations and ensure hygiene standards.
• Handle mailroom activities – dispatch and receipt of courier/mail.
• Oversee office space utilization, utilities, and ensure cost-effective operations.

6. Safety & Compliance

• Ensure timely maintenance and refilling of fire extinguishers and firefighting equipment.
• Conduct regular safety audits and maintain first-aid facilities.
• Drive environment management programs and maintain compliance with TS/ISO 14001 standards.
• Implement emergency response plans and crisis preparedness initiatives.

7. Financial & Budgetary Control

• Manage petty cash, office expenses, and utility payments.
• Assist in budgeting, cost control, and financial reporting for facility-related expenditures.
• Track insurance renewals, medi claim administration, and related documentation.

Qualifications & Experience

• Graduate in any discipline; a diploma/certification in Facility or Administration Management preferred.
• 3–7 years of relevant experience in administration, facilities, or general services.
• Hands-on experience in vendor management, housekeeping supervision, and transport coordination.
• Working knowledge of MS Office and ERP systems.
• Familiarity with ISO 14001 / EHS / Environment Management standards preferred.

Key Skills

• Strong organizational and coordination skills
• Negotiation and vendor management capability
• Problem-solving and crisis management
• Cost-conscious and detail-oriented
• Good communication and interpersonal skills
• Ability to multitask

At PEARCE, we are an equal opportunity employer dedicated to cultivating an inclusive environment that empowers employees to excel and make a meaningful impact, providing a dynamic space for field technicians, service specialists, and corporate professionals to flourish and propel their careers forward within our nationwide presence and expansive service offerings.

Learn more about us at www.Pearce-Services.com!