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Job Title: Facility & Administration ExecutiveDepartment: Administration / Facilities ManagementLocation: BangaloreExperience: 25 YearsQuali cation: Graduate in Commerce and AccountancyJob SummaryThe Facility & Administration Executive is responsible for managing day-to-dayadministrative, facility management, inventory operations, and site support activities toensure smooth functioning of o ce/site operations. The role includes vendor coordination,o ce maintenance, documentation, inventory control, housekeeping supervision, travelarrangements, and ensuring compliance with organizational standards.Roles and ResponsibilitiesFacility ManagementOversee housekeeping, hygiene, and overall upkeep of o ce/site premises.Ensure regular maintenance of o ce infrastructure (electrical, plumbing, furniture,equipment, etc.).Monitor functioning of utilities such as electricity, water supply, gensets, and ACunits.Maintain AMC schedules and coordinate with vendors for timely servicing andrepairs.Ensure safety, security, and cleanliness of o ce/store/worksite areas.Inventory ManagementMaintain and monitor inventory of o ce supplies, stationery, equipment, andconsumables.Conduct regular stock counts and reconciliation to ensure accuracy and preventdiscrepancies.Create and maintain inventory records, SKU databases, and stock registers (physicaland digital).Monitor minimum/maximum stock levels and initiate purchase orders to avoidstockouts or overstock.Implement systematic inventory organization and labeling for easy tracking andretrieval.Track inventory usage patterns and prepare consumption reports for costoptimization.Coordinate with procurement team for timely replenishment of inventory items.Ensure proper storage conditions and shelf-life management of supplies andmaterials.Generate inventory reports and analytics for management review and budgetplanning.Identify and report obsolete, damaged, or expired items for write-o or disposal.Maintain asset registry and track movement of equipment acrossdepartments/locations.Administration & OperationsManage o ce supplies, stationery, pantry items, and maintain consumption records.Coordinate travel, accommodation, and logistics arrangements for employees andvisitors.Maintain attendance registers, visitor logs, asset registers, and other admindocumentation.Support onboarding of new employees at the site (ID cards, seating, inductionessentials).Track admin expenses, prepare MIS reports, and support budget monitoring.Ensure adherence to company policies and administrative procedures at the site.Vendor ManagementIdentify and coordinate with vendors for housekeeping, security, transportation, andfacility requirements.Verify vendor bills, monitor service quality, and support contract renewals.Assist in procurement of admin-related materials/services as per requirement.Coordinate with suppliers for inventory replenishment and ensure timely delivery.Negotiate pricing and terms for inventory purchases to optimize costs.Compliance & SafetyEnsure statutory and safety compliance at the site ( re safety, PPE tracking,emergency preparedness).Support audits related to facilities, admin documentation, and compliance checks.Maintain records of agreements, licenses, maintenance logs, and inspection reports.Ensure compliance with inventory audit and stock veri cation procedures.Support ActivitiesCoordinate internal events, meetings, and site visits.Assist project teams with admin-related assistance and documentation.Provide general support for internal communication, letters, and notices.Quali cationsBachelor's degree in Commerce, Accountancy, or related discipline (B.Com, B.Acc, CA, CMA preferred).25 years of experience in admin/facility roles, preferably in infrastructure,construction, or railway projects.Knowledge of facility operations, vendor management, inventory control, andadmin processes.Experience with inventory management systems or ERP modules (SAP , Oracle,NetSuite, etc.).Pro ciency in MS O ce (Word, Excel, Outlook); familiarity with ERP systems is anadded advantage.Strong organizational and documentation skills.Ability to manage multiple tasks and priorities simultaneously.Key CompetenciesInventory Management and Stock ControlAdministrative CoordinationVendor and Supplier ManagementData Management and ReportingCompliance and DocumentationCommunication and Problem-SolvingAttention to Details
