Facility Executive (On Contract)

Summary of the position

The Facility Executive role will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe, maintained proactively & well-functioning. This is to ensure that our organization has the most suitable working environment for our employees and their activities; at the same time protecting our investment.

Contract Duration: 06 months

Key Accountabilities

• Strategic Planning and Day-to-Day Operations
  • Involvement in strategic planning and day-to-day operations related to office infrastructure, building, and premises.
  • Develop and implement facilities management strategies to ensure the smooth running of the office environment.
• Vendor and Third-Party Coordination
  • Effectively coordinate and manage relationships with outside vendors and third-party agencies for supplies, repairs, and essential services such as security, housekeeping, canteen, stationery, AMC vendor etc.
  • Negotiate contracts and service agreements to ensure effective and cost-efficient service delivery.
• Facility Inspection and Maintenance
  • Perform regular inspections of office infrastructure and facilities to assess the need for repairs, renovations, or preventive maintenance.
  • Ensure all areas, including common spaces, workstations, and equipment, are well-maintained and functioning properly.
  • Manage preventive maintenance schedules to minimize disruption to office operations.
  • Collaborate with relevant teams to implement maintenance tasks efficiently.
  • Conduct Monthly night patrols of the office premises to ensure security and address any immediate maintenance needs.
  • Report and resolve issues identified during night patrols
  • Regularly inspect the kitchen and cafeteria areas to ensure compliance with hygiene and safety standards.
  • Monitor the quality and safety of food provided by cafeteria vendors and address any concerns promptly.
• Utility Management
  • Review and monitor utility consumption, striving to minimize costs while maintaining efficiency and sustainability.
  • Implement energy-saving initiatives and practices to reduce the organization's carbon footprint.
  • Plan, coordinate, and manage all installations, including telecommunications, security systems, and refurbishments.
• Quality Assurance
  • Ensure the quality of internal service provided by third-party service contractors and agencies.
  • Address and resolve any issues or complaints related to facilities management promptly and effectively.
• Emergency Response
  • Respond appropriately to emergencies or urgent issues as they arise and manage the consequences.
  • Develop and implement emergency response plans and procedures to ensure the safety of employees and the facility.
• Stakeholder Relationship Management
  • Build and maintain cordial relationships with builders, landlords, tenants, and other stakeholders.
  • Act as a point of contact for facilities-related queries and concerns from employees and management.
• Health and Safety Compliance
  • Ensure compliance with health and safety regulations and standards.
  • Conduct regular health and safety audits and implement corrective actions as needed.
  • Perform safety checks of the building, including verifying the functionality of the fire alarm system, ensuring the lift NOC is up-to-date, and maintaining all building equipment.
• Budget Management
  • Obtain and evaluate quotes from vendors for various facilities-related services and projects.
  • Validate the accuracy and competitiveness of quotes to ensure the best value for the organization.
  • Prepare and present comprehensive reports on facilities management activities, including budget performance.
  • Oversee the facilities budget, Track expenses and identify areas for potential cost savings
• Travel
  • Plan and organize all travel-related logistics well in advance to ensure a seamless experience for UK visitors.
  • Create a detailed itinerary for travelers, including cab schedules and hotel check-in/check-out times.
  • Be available as a point of contact for travelers to assist with any queries or concerns during their visit.
  • Conduct a final review of all arrangements before the traveler’s arrival to ensure everything is in order.
  • Collect and act on feedback from travelers to continuously improve the travel arrangements process.
• Events
  • Research and select a suitable venue that aligns with the events and capacity requirements.
  • Negotiate with venue contract, ensuring all necessary amenities and services are included.

Skills and Experience | Essential

• 2+ years of proven experience in facilities management.
• Must be able to converse well in English, both verbally and in writing.
• Ability to negotiate, influence people (vendors, landlords, builders, tenants, etc) to deliver resolution as per requirement & situation.
• Confident to push back and manage expectations as required.
• Understands company standards/processes and follow them

Personal attributes

• Good communication skills
• Honest, ethical, professional individual carrying positive attitude.
• Go-getter and solution-oriented personality
• Very quick learner and keen to learn new things
• Ability to work under pressure
• Relevant experience in handling administration activities