Facility Executive, Soft Services

Responsibilities

• Monitoring of Housekeeping related activities
• Arrangement of all consumables and supplies for Client / any visits
• Preparing the Daily/Weekly and Monthly reports
• Interacting with the service & supply vendors.
• Undertake daily facility rounds and find out snags and raising proactive tickets for the same
• Effectively manage service provider teams to ensure an on time deliverable system.
• Routinely Inspect all services to ensure performance measures are being maintained and make the service score cards.
• Indenting the requirements with suppliers.
• Pest control management.
• Indoor plant management
• Conduct weekly physical inventory for stock management and raise IMT requests
• Monitoring Corrigo tickets for closure.
• Track vendor staff attendance
• Coordinate & support office renovation and refurbishment activities
• Support Asst. Facility manager to forecast the regular & monthly spends for the month and adhere to the same
• Support in procurement process for regular and ad hoc soft services activities
• Keep a track of contract renewals and support Asst. Facility manager for the renewal process for principle vendors
• Coordinate with the vendors to receive monthly invoices on time.
• Coordinate for quarterly NDCs for principle and non principle vendor.
• Provide a training to the onsite team equipments procedure & implementation
• Recommend continuous quality improvement practices
• Training for vendor staff to be planned on monthly basis

Client/Stakeholder Management

• Proactively engage stakeholders to ensure that on site clients expectations are met though high levels of customer service
• Build and develop effective client / stakeholder relationships across multiple levels of the organization
• Proactively understand the customers/ employees needs and act on them before being requested
• Maintain high standards of housekeeping of facility
• Improvements in the office aesthetics and operations as per need

Finance Management

• Accurate billing and invoicing
• Adherence to the monthly forecast
• Invoice management.

Procurement & Vendor Management

• Work on getting quotations as per site need
• Sharing indents for monthly material supply
• Zero out of stock situation

Other Key Activities

• Collecting all documents from the vendor for compliance audit
• Developing interesting & fun user engagement activities
• Signage / Poster making for site awareness.
• Managing ad hoc vendors.

Key Performance Measures

• Compliance with service provision as detailed in the contract.
• Compliance with the Health and Safety responsibilities.
• High Customer Satisfaction rating as measured in regular surveys.
• Compliance with Best Practice documentation.
• Pursue continuous improvement
• Reporting requirement
• Prepare and collate IFM reporting as required and on a timely basis.
• Prepare and collate Finance report as required and on a timely basis.
• Prepare, track vendor cost as required for reporting.

Requirements

• Any Graduate with 2+ yrs of min exp in facility management
• Personal Effectiveness
• Provide an effective contribution to the teams delivery.
• Contributes via regular feedback, to the overall performance of the delivery team.
• Works towards individual targets, monitor and manages individual performance.
• Proactive and self-starter & Team player.