Executive- Facilities and Administration

Job Title: Senior Executive- Facilities and Administration

Shift Timings: 7:00 PM to 4:00 AM (Mon-Fri) Night Shift

Nature of Assignment: Permanent

Location: Goa Work from Office(Completely Onsite)

Sat & Sun are fixed off.

Experience Required: 2- 4 years

Location: Goa

Facilities Management:

Oversee the maintenance, repair, and safety of facilities, including office buildings, equipment, and utilities.

Develop and implement facilities management policies, procedures, and standards to ensure compliance with regulations and best practices.

Coordinate with external vendors and contractors for facility repairs, renovations, and upgrades.

Must have knowledge of facility security systems, access controls, and emergency preparedness plans.

Office Administration:

Supervise administrative third-party staff on daily operations.

Manage office supplies, equipment, and inventory, ensuring adequate stock levels and cost-effectiveness.

Coordinate office logistics, including space planning, furniture arrangement, and layout design.

Handle administrative tasks such as correspondence, scheduling, and record-keeping.

Vendor Management:

Identify and select vendors, contractors, and service providers for facility-related services.

Negotiate contracts, service agreements, and pricing terms to optimize cost-efficiency and quality of services.

Monitor vendor performance and adherence to service level agreements.

Resolve issues or disputes with vendors in a timely and effective manner.

Budget Planning and Management:

Develop annual budgets for facility maintenance, operations, and administrative expenses.

Monitor expenditures, track budget variances, and implement cost-saving initiatives.

Prepare financial reports and forecasts related to facilities and administrative expenses.

Compliance and Risk Management:

Ensure compliance with health and safety regulations, building codes, and environmental standards.

Implement policies and procedures to mitigate risks related to facility operations and workplace safety.

Conduct regular inspections and audits to assess compliance and identify areas for improvement.

Transport Management:

Oversee and manage transport services for employees, ensuring timely and safe operations.

Coordinate with transport vendors for vehicle management, scheduling, and maintenance.

Optimize transportation routes and schedules to improve efficiency and reduce costs.

Address and resolve transport-related employee concerns or complaints promptly.

Maintain records of transport-related expenditures and ensure adherence to budgets.

Qualifications and Skills:

Bachelor's degree in business administration or Equivalent.

Strong interpersonal and communication skills.

Excellent organizational and multitasking abilities, with attention to detail and accuracy.

Proficiency in budgeting, financial analysis, and vendor negotiation.

Familiarity with transport management systems, facility management software, and tools for scheduling, maintenance tracking, and reporting.

Knowledge of regulatory requirements and industry standards for facilities, workplace safety, and employee transportation.