Position Overview
We are seeking a proactive Facilities Executive to provide comprehensive support to the Site Manager in ensuring seamless facility operations and client service delivery. This role requires a detail-oriented professional who can manage multiple operational responsibilities while maintaining high service standards across all facility functions.Key ResponsibilitiesOperational Support & Management
- Provide critical support to the Site Manager to ensure all operational items are completed within agreed timeframes
- Take full operational responsibility for the site during assigned shifts
- Conduct regular facility rounds to coordinate with Housekeeping and Maintenance teams, keeping the Manager updated on site status
- Prepare daily snag lists in soft copy format and coordinate with Building Management Systems and housekeeping teams for issue resolution
Team Support & Coverage
- Provide relief support across Facilities & Administration teams including Client Interface Administrator, Facilities Administrator, and Facilities Officer roles as needed
- Manage training programs and reporting for support staff including Housekeeping, Dispatch, Pantry, and Cafeteria personnel
- Prepare weekly shift and duty rosters for Helpdesk, Front Desk, and Mailroom operations
- Monitor daily attendance of vendor employees and housekeeping staff
Quality Assurance & Compliance
- Assist with comprehensive site audits and floor walks across the entire client premises
- Tabulate site defects identified during audits and establish realistic deadlines for remediation
- Ensure strict adherence to Standard Operating Procedures for stationery management, midnight snacks, material movement, and other operational processes
- Maintain detailed log books and document follow-up tasks for subsequent shifts, sharing updates with the Facilities Manager each shift
Client Relations & Administrative Tasks
- Process invoices for payment following proper approval workflow from Client/Facilities Manager before submission to MIS and billing departments
- Maintain liaison with client Finance teams for billing coordination
- Handle client billing, invoicing, and payment follow-up activities
- Arrange consumables and supplies for client and VIP visits, coordinate boardroom bookings for meetings and conferences, and brief reception staff accordingly
Inventory & Resource Management
- Monitor and maintain adequate consumable stock levels on-site, reporting shortfalls to the Site Lead
- Track all housekeeping, pantry, and stationery consumables to ensure timely reordering
- Maintain accurate billing tracker records
- Manage inventory control for all facility-related items
- Monitor vending machines and photocopier readings regularly
Service Desk Operations
- Oversee Front Office functions during assigned shifts, ensuring visitors receive prompt attention
- Ensure reception areas are properly maintained with current newspapers and magazines
- Provide management guidance to Helpdesk for escalated issues and ensure immediate response to priority calls
- Coordinate daily arrangements with facilities helpdesk
- Supervise Mailroom processes and provide escalation support as needed
Qualifications
Education & Experience
- Bachelor's degree in any discipline required
- Minimum 3-4 years of experience in corporate environment
Core Competencies
- Proven experience working with multinational corporate organizations
- Strong ability to adapt and perform effectively under pressure
- Excellent interpersonal skills with demonstrated ability to build rapport quickly
- Strong written and verbal communication skills
- Proven track record of functioning effectively within team environments
- Demonstrated ability to initiate and successfully execute improvement initiatives
Technical Skills
- Proficiency in inventory management systems
- Understanding of building management systems and maintenance scheduling
- Experience with billing and invoicing processes
- Knowledge of health and safety compliance requirements
This position offers the opportunity to play a crucial role in maintaining exceptional facility operations while developing broad expertise across multiple operational areas. The successful candidate will thrive in a dynamic environment where attention to detail, client service excellence, and operational efficiency are paramount.
