Executive - Facility & Admin

Job Summary:

Executive – Facility & Admin

Key Responsibilities:

1. Soft Services Management

• Oversee Housekeeping, Security, Pantry Services, Stationery, Waste Management, Pest Control, and Landscaping.
• Ensure all operations-related invoices are processed timely and filed systematically.
• Maintain service level compliance and ensure high-quality vendor performance.
• Handle petty cash, invoice processing, inventory movement, and vendor management.
• Assist employees with desk booking and manage room reservations and meeting setups.
• Maintain renewal records for AMCs and other facility agreements.

2. Technical Systems Coordination

• Coordinate the operation and maintenance of technical systems such as HVAC, electrical, plumbing, fire safety, and BMS.
• Ensure timely preventive maintenance and swift resolution of issues.
• Liaise with vendors for repair, maintenance, and emergency situations.

3. Client Visit Management

• Ensure the facility is presentation-ready for client and stakeholder visits.
• Coordinate logistics, prepare briefing materials, and provide facility tours.
• Liaise with reception and security to ensure a seamless experience for guests.

4. Procurement & Invoice Processing

• Work with vendors to obtain quotations for both IT and Non-IT items.
• Coordinate timely delivery and follow up on Purchase Orders and agreements.
• Process invoices and obtain required internal approvals for payment.

5. Event Management

• Plan and execute corporate events and internal functions.
• Coordinate with catering services, vendors, and internal teams.
• Manage event budgets, logistics, and post-event activities.

6. Transport Coordination

• Collaborate with transport vendors to improve employee travel experience.
• Make transport arrangements during emergencies or adverse weather conditions.

7. Cafeteria & Pantry Services

• Coordinate lunch/dinner and pantry services.
• Handle food vendor liaison for menu planning and quality control.
• Arrange halls for group dining and internal events.

Key Qualifications & Skills:

• Bachelor’s Degree in any discipline (preferred: Facility Management or Business Administration).
• Around

  3 years of experience

  in Facility & Administration roles, preferably in an IT or corporate setup.
• Strong coordination, communication, and vendor management skills.
• Ability to multitask, take initiative, and respond promptly to issues.
• Proficiency in MS Office and facility-related software/tools.

Working Hours: