Job Description – Senior Executive / Assistant Manager – Facilities & Operations
Department: Administration & Facilities
Designation: Senior Executive / Assistant Manager – Facilities & Operations
Experience: 5–7 Years
Qualification: Diploma / B.E. / B.Tech in Electrical or Mechanical Engineering
Employment Type: Full-Time
Location: Malad
Reporting To: Facility Manager / Head – Administration & Operations
1. Job Summary
We are looking for an experienced and proactive professional to manage Facilities and Operations activities, ensuring smooth functioning, maintenance and upkeep of the organization's infrastructure and workplace facilities.
The candidate will be responsible for managing technical and soft services, vendor coordination, facility maintenance, housekeeping, security, utilities, safety compliance and overall site operations. The role requires strong technical knowledge, vendor management capabilities and the ability to coordinate with internal teams to maintain operational efficiency.
2. Key Responsibilities
A. Facility Management & Operations
- Oversee day-to-day facility operations and ensure smooth functioning of office infrastructure.
- Manage technical and soft services, including electrical, HVAC, plumbing, housekeeping, pantry and security.
- Ensure proper maintenance and upkeep of office premises, equipment and utilities.
- Conduct regular site inspections to identify maintenance requirements, operational issues and potential risks.
- Maintain asset registers, equipment history cards, checklists and maintenance records.
B. Technical Maintenance & Infrastructure
- Plan and implement Planned Preventive Maintenance (PPM) schedules for electrical, HVAC and other facility equipment.
- Monitor and maintain electrical panels, DG sets, UPS, BMS, fire alarm systems and other critical infrastructure.
- Coordinate emergency maintenance, breakdown troubleshooting and corrective actions.
- Manage annual maintenance contracts (AMC/CAMC) and ensure timely servicing of equipment.
- Monitor electricity, water and other utility consumption and identify opportunities for cost optimization.
- Plan and coordinate electrical shutdowns and other critical maintenance activities.
C. Vendor & Contract Management
- Identify, evaluate and coordinate with facility management vendors and service providers.
- Manage vendor quotations, negotiations, service agreements and AMC contracts.
- Monitor vendor performance and ensure adherence to agreed service levels.
- Verify vendor invoices, quotations and service reports.
- Conduct periodic vendor review meetings and ensure timely closure of pending issues.
D. Soft Services Management
- Supervise housekeeping, pantry, security and other support services.
- Ensure cleanliness, hygiene and workplace standards are maintained.
- Monitor housekeeping consumables, pantry inventory and other facility-related materials.
- Prepare and maintain cleaning schedules, checklists and inventory records.
- Ensure adequate manpower deployment and coordinate staff training.
E. Safety, Security & Compliance
- Ensure compliance with workplace health, safety and fire safety requirements.
- Coordinate fire drills, emergency evacuation procedures and safety inspections.
- Ensure work permits and safe working procedures are followed during maintenance activities.
- Conduct risk assessments and coordinate corrective and preventive actions.
- Monitor security operations, access control and CCTV-related requirements.
F. Administration, MIS & Reporting
- Prepare daily, weekly and monthly facility management reports.
- Maintain records of maintenance activities, vendor performance, utility consumption and inventory.
- Coordinate with internal departments to address facility-related requirements.
- Track operational expenses and support budget monitoring and cost control.
- Ensure timely closure of facility-related complaints and service requests.
3. Required Qualifications & Experience
- Diploma / B.E. / B.Tech in Electrical or Mechanical Engineering.
- 5–7 years of experience in Facilities Management, Administration or Operations.
- Experience in managing technical and soft services.
- Hands-on knowledge of electrical systems, HVAC, UPS, DG sets, BMS and fire safety systems.
- Experience in vendor management, AMC/CAMC contracts and facility maintenance.
- Knowledge of housekeeping, security and pantry operations.
- Good working knowledge of MS Excel, Word and PowerPoint.
4. Key Skills & Competencies
- Facility and infrastructure management.
- Technical maintenance and troubleshooting.
- Vendor negotiation and contract management.
- Team handling and manpower coordination.
- Budget monitoring and cost optimization.
- Safety and statutory compliance.
- Problem-solving and decision-making.
- Strong communication and coordination skills.
5. Key Performance Indicators (KPIs)
- Smooth and uninterrupted facility operations.
- Timely completion of preventive maintenance activities.
- Vendor performance and service quality.
- Cost control and effective utilization of facility budgets.
- Timely resolution of maintenance complaints.
- Compliance with safety and operational standards.
- Effective management of housekeeping, security and support services.
Pay: ₹45,000.00 - ₹55,000.00 per month
Work Location: In person
