Facility Executive - Soft Services

Job Description

Key Responsibilities: Administrative Management: Oversee day-to-day administration, including generating reports and managing stock trackers Assist the Facility Manager (FM) and Assistant Facility Manager (AFM) in managing administrative functions, security issues, and facility services Develop and implement procedures to ensure simplification, accuracy, and reliability of FM work methods Supply Chain and Inventory Management: Ensure adequate supply of consumables/materials for proper service operation Enter into supply and service contracts as approved by the client Maintain appropriate stock levels and escalate issues to ensure availability Front Desk and Event Management: Oversee front desk activities and serve as the primary point of contact for reception area concerns Coordinate client event itineraries and F&B arrangements Foster teamwork and efficiency in caf operations during busy periods Financial Management: Maintain appropriate levels of petty cash to support FM operations Process vendor invoices in alignment with Amazon finance processes Conduct statutory compliance checks on all vendor invoices Quality Control and Performance Management: Routinely inspect all services to ensure performance measures are maintained Set targets to achieve maximum team performance Develop policies and procedures for reception-related functions Facility Oversight: Conduct daily walk-arounds of the facility Provide after-hours facility assistance as needed Operational Risk Management: Update and implement Emergency Response plans, including conducting drills Manage operational audits and compliance Escalate incidents and problems as necessary Performance Objectives: Meet or exceed best practices in service provision through contracts Establish and adhere to policies, procedures, and compliance deadlines as advised by the Operations Manager Effectively manage the team to ensure high-quality service delivery Qualifications and Skills: Bachelor's degree in Facility Management, Business Administration, or related field Proven experience in facilities management, with a focus on soft services Strong leadership and team management skills Excellent communication and interpersonal abilities Proficiency in MS Office and facilities management software Analytical and problem-solving skills Knowledge of health and safety regulations and best practices in facility management Ability to work flexibly, including after-hours when required.