Facility Executive

Job Description

Key Responsibilities Billing and PO management: Managing vendor coordination, PR creation & invoice processing for services related to admin & facilities for North offices. Creating Purchase Request in Zycus post approvals & follow up for PO. Processing payment to vendors after verifying invoices, purchase order & contract. Making service entry sheets in SAP. Making goods receipt notes in SAP Maintaining service/ location wise PO&WO list & post order documentation, Keep the follow up to suppliers for delivery of material on time at site. Maintain vendor records and vendor escalation matrix. Invoice processing with correct supporting and solving queries related to invoice. Co-coordinating with finance team for vendor payment. Coordinating with various sites and internal departments for smooth processing of payment to suppliers & service providers. Preparing MIS reports on a monthly basis. Reconciliation with Vendors on payments every quarter. No work to be carried out without proper agreement / PO in place. Executive has to work from office 6 days a week except holidays. Facility Services: Submitting a MIS report on time. Carrying out correspondence with all vendors Maintain the store room with material tracker update Evaluating support services, identifying needs, anticipating problems and developing corrective actions. Determining goals and standards of facilities and management support services. Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep. Overall service delivery assessment of HK vendor/ Inventory Management / Vendor Coordination. Planning, Developing & coordinating a program of planned cleaning schedules & maintenance of critical equipment. Identifying the training requirements for site employees, coordinates with the base office for it. Maintaining Standard Operating Systems at site for the Facilities management services Overseeing the maintenance and control of records involving facilities management. Establishing and maintaining essential records and files. Supervises the staff involved in performing the functions of the assigned units. Maintaining discipline and quality of work by all staff. Co-ordinating with service vendors agencies for on-time delivery of assigned ancillary services. Liaison with vendor management for on-time submission of invoices. Ensuring that all staff are in proper uniforms and properly groomed and are trained with basic etiquettes. Ensuring that response time is minimum and confirmation of the job done is obtained from the concerned employees.