Operations Executive

Position/Role:

Location:

Overview:

The Operations Executive will be responsible for overseeing the day-to-day functioning and upkeep of the coworking space, ensuring seamless facility operations, high customer satisfaction, and adherence to company standards. The role involves managing vendors, supervising housekeeping and maintenance teams, coordinating with clients, and ensuring smooth functioning of utilities and infrastructure. This position requires a hands-on, detail-oriented professional with a strong sense of ownership, problem-solving ability, and operational excellence.

Key Responsibilities:

1. Supervise daily operations of the coworking space to ensure smooth functioning and an excellent member experience.

2. Manage housekeeping, maintenance, security, and pantry staff, ensuring timely task completion and adherence to quality standards.

3. Oversee facility maintenance, cleanliness, and hygiene across all office areas, common spaces, and meeting rooms.

4. Coordinate with vendors for maintenance of electrical, HVAC, plumbing, internet, and other critical infrastructure.

5. Ensure prompt resolution of facility-related issues and member complaints through active follow-up and coordination.

6. Conduct regular facility inspections and audits to ensure safety, compliance, and operational efficiency.

7. Manage inventory of office supplies, utilities, and consumables while maintaining cost control.

8. Track and monitor AMC contracts, utility bills, and facility-related payments to ensure timely renewals and payments.

9. Liaise with the property management team, landlords, and external agencies for building maintenance and compliance matters.

10. Supervise and coordinate movement of furniture, installations, and space setup for new clients or internal requirements.

11. Maintain records of daily operations, maintenance schedules, and vendor agreements.

12. Support the Community / Front Office teams in client onboarding, workspace allocation, and event coordination.

13. Implement and monitor facility-related SOPs to ensure consistency across locations.

14. Ensure adherence to safety, fire, and emergency response procedures.

15. Assist management in budgeting, cost optimization, and vendor negotiations.

Required Skills:

• Strong leadership and people management skills
• Excellent communication and coordination abilities
• Operational planning and multitasking capability
• Facility and vendor management experience
• Problem-solving and crisis management skills
• Proficiency in MS Office (Excel, Word, PowerPoint) and facility management tools
• Time management and organizational discipline
• Customer service orientation and attention to detail
• Knowledge of safety, housekeeping, and maintenance protocols
• Ability to work under pressure and meet deadlines.

Educational Qualification & Requirements:

• Bachelor’s degree in Facilities Management, Operations, Business Administration, or related field (MBA preferred)
• Minimum 2 years of experience in operations or facilities management (preferably in coworking, commercial real estate, or hospitality sector)
• Strong understanding of building systems, vendor coordination, and maintenance management
• Knowledge of statutory compliance related to facility operations
• Demonstrated ability to lead teams and manage multiple stakeholders
• Proactive, resourceful, and hands-on approach to problem-solving
• High level of integrity, accountability, and professionalism