Facility Executive

Role & responsibilities

Transport Management:

• Scheduling and routing of company transportation on Daily basis.
• Conducting Weekly Meetings with Vendor and Drive them to match company standards.
• Meetings with Transport SPOCS regarding improvements in services levels.
• Monitoring report on arrival and departure of the Vehicles.
• Constantly drive the team on employees safety & security, also working towards process improvement and team building.
• Must be have work experience in Any software Like ( MoveInSync, Routematic and Safetrax )
• Ensure timely arrival and departure of transport vehicles.
• Liaise with transportation vendors to ensure service quality and adherence to contractual agreements.
• Address and resolve any issues related to vendor performance.
• Ensure all transportation operations comply with safety regulations and company policies.

Travel Management:

• Hospitality arrangements for clients / leadership visits- making all necessary arrangements from cab booking, to pick-up, to sendoff and organizing lunch for clients.
• Hotel/Accommodation booking domestic and international. Coordinate with Foreign registration office for expats residential permits.
• Handling payment of Travel partner / vendors.
• Consolidating monthly air travel (MIS) and monthly Travel Expense report, which help the company to review, analysis, spot expenditure trends and ensure compliances.
• Maintaining track of booked tickets, cancellation, refund and existing valid nonrefundable tickets.

3

Housekeeping Management:

• To supervise and monitor the housekeeping services for providing clean, health and hygienic working environment.
• Planning, organizing and directing team members to ensure the highest degree of guest satisfaction.
• Purchase, re-order and maintain housekeeping supplies and inventory.
• Conduct pre-event inspections of all discussion rooms, workstations, reception areas, pantry, washrooms, server room etc.
• Maintain the housekeeping budget, providing billing summaries and expenses for all pre and post events.

General Administration & Facilities Management:

• Handle Pest Control Services, Ensured Uninterrupted Power Supply, ISDN lines, Telephone lines, AC Units.
• Liaison with building management, select vendors and short listing service providers for facilities, supplies, repairs and other deliverables
• Owning and upkeep of Board room, Training rooms and, Managing front Office and Office Correspondence under direct supervision.
• Petty cash Management handle petty cash and tracking the expenses. Providing comparative expenses report to Management.
• Maintaining a list of vendors along with relevant documents such as NDA, SLA, PO & work contract.
• Liaising with accounts payable for invoice payment and liaising with vendors & suppliers.
• Provide a positive point of contact for internal clients, external suppliers, and staff.
• Monitoring safety and security of the facility, office buildings and guest houses against any possible threat & develop backup & business continuity.
• Proper documentation of all office assets and detailed review and ensuring maximum utilization of resources.
• Muster all the housekeeping and security staff of the shift and communicate the priorities of the day.
• Management of all facilities related supplier and identifying cost effective vendors for procurement of stocks.
• Negotiating and executing AMCs for maintenance of office infrastructure and ensure all assets are covered.
• Conference rooms & Meeting room’s bookings for delegates meetings with required logistics support
• Negotiation of commercial terms & conditions for general & admin services in order to obtain best rates and services.
• Provide administrative support to the Sr. Executive Assistant

Preferred candidate profile