Facility Executive_Soft Services

Job Responsibilities Facility Executive

A. Client Services & Soft Operations

1. Conduct daily facility inspections and walkthroughs to ensure cleanliness and hygiene in washrooms, reception, cafeteria, and other areas. Raise and proactively close tickets. Share daily and weekly critical updates with the client group.
2. Coordinate with service partners for timely and high-quality delivery of housekeeping, pantry, pest control, tank cleaning, faade cleaning, and other soft services.
3. Monitor attendance and manpower deployment at all assigned sites. Coordinate with vendors for PPC, medical testing, and compliance of statutory staffing requirements.
4. Maintain inventory records for consumables (housekeeping, pantry, stationery, water, etc.) using the Technology tool. Ensure FIFO, stock registers, delivery challans, and documentation are up to date.
5. Foster a customer-focused culture by directly interacting with clients to address operational needs such as manpower support, pantry services, meeting room bookings, courier handling, etc.
6. Supervise scrap and garbage disposal activities. Coordinate with the service partner to ensure proper execution and timely removal from the site.

B. Helpdesk, Vendor Management & Innovation

1. Handle helpdesk complaints promptly with proper justification and closure. Provide daily updates with status reports.
2. Propose and implement at least one initiative per quarter related to cost savings, process improvement, or operational efficiency.
3. Organize and document stakeholder meetings (monthly/quarterly), circulate Minutes of Meeting (MoM), and ensure closure on client suggestions and escalations.

C. People Management & Grooming

1. Ensure staff are well-groomed, alert, and maintain professionalism during duty hours. Prevent and monitor incidents related to misconduct such as theft, intoxication, or brawls.
2. Maintain and audit grooming checklists regularly. Conduct surprise inspections to ensure compliance across sites.
3. Coordinate with the manpower service partner to track Police Clearance Certificates (PPC), medical reports, and maintain registers for any legal or disciplinary matters.

D. Training & Performance Management

1. Ensure completion of all mandatory team trainings as per the site’s annual training calendar. Maintain attendance records, assessments, and feedback forms.
2. Submit and review your own KRA on a quarterly basis, covering achievement highlights, cost-saving measures, innovation initiatives, and outcomes.

E. Safety, Statutory Compliance & Maintenance

1. Adhere to all safety policies and guidelines. Report and act on unsafe conditions or near-miss situations promptly.
2. Maintain a statutory compliance tracker covering licenses and certifications such as drinking/RO water, fire NOC, lift safety, etc.
3. Coordinate all work permit processes and oversee repair and maintenance activities at the site.
4. Keep updated records of tools, PPEs, and machinery, including periodic inspection and maintenance logs per JLL/client safety protocols.
5. Implement and manage the 52-week and Planned Preventive Maintenance (PPM) calendars. Ensure AMC/ARC renewals are initiated at least 90 days in advance and executed on time.

F. Audit, Documentation & Financial Compliance

1. Actively participate in internal and external audits; maintain proper documentation to ensure adherence to company policies and regulatory standards.
2. Keep updated with the latest SOPs, implement changes as applicable, and ensure site operations comply with the revised procedures.
3. Manage and validate PO/invoice processes. Raise AMC/ARC-related expenses and purchase orders in advance to avoid delays. Ensure quarterly No Dues Certificates (NDCs) are obtained.
4. Maintain pantry consumption trackers and monitor usage trends for better forecasting and procurement planning.
5. Ensure timely follow-up with vendors for compliance document submission, as per exclusive or non-exclusive category requirements.