Facility Executive

Job Description

Roles and responsibilities:

- Operational Management: Overseeing day-to-day facility operations, including soft services, administration, technical, maintenance, repairs, and cleanliness.
- Administrative & Soft Services Management: Overseeing housekeeping, pantry, cafeteria, and other administrative and soft services day-to-day operations.
- Inventory management: Tracking Inventory, forecasting demand, placing weekly, monthly orders, maintenance of AMC s, receiving and storing goods in stores.
- Managing the flow of inventory into and out of the stores, monitoring stock levels, regularly checking inventory levels to ensure they are sufficient to meet demand and optimizing supply chain without any wastage or excess of inventory.
- Staff Management, supervising all facility support staff, including technicians, maintenance personnel, office attendants, pantry, and housekeeping staff, assigning and aligning. Support day-to-day operations including attendance, records, reporting etc.
- Asset & space management, workstation and management of overall facilities. Asset Insurance support and management.
- Maintenance and Repairs, regularly inspecting buildings, equipment, and systems to identify and address potential problems. Installing, maintaining, and repairing various systems, including electrical, plumbing, HVAC, and other equipment s.
- Must have knowledge and ability to perform efficiently Planned Preventive Maintenance schedules. Diagnose issues, identify root causes, and implement effective solutions. Perform routine checks and preventive maintenance to ensure systems operate efficiently and prevent future issues.
- Maintaining accurate records and reports of maintenance activities, repairs, and equipment inventories is a key part of the role. Maintenance work complies with safety regulations and company policies. Coordinate with other trades and technicians to ensure smooth operation of systems.
- Vendor and contract management, communication & co-ordination with pan India and global vendors for facility services and managing their performance. Managing contracts and effective communications with vendors and service providers for various facility needs. Raise Purchase requisition in the system for products & facility services, tracking & maintenance of PO and agreements.
- Invoice & cost management & reporting.
- Budget Management: Creating, managing and controlling the facility budget. Record, control, management & reporting.
- Communication and Liaison: Acting as a point of contact for facilities-related issues and liaising with stakeholders & global clients. Effectively communicating and collaborating with internal, external team, departments, stakeholders like pan India vendors, global vendors, staff, contractors, and management, regarding over all facilities, operations, maintenance issues and updates.
- Problem-Solving ability - Identifying and addressing issues related to facility maintenance and overall operations.
- Compliance: Management of governmental documents, registration, agreements, notices etc. Ensuring compliance with 100% accuracy and adherence to safety standards, health regulations, environmental guidelines, industry regulations and other relevant standards.
- Emergency planning and crisis management, developing and implementing emergency plans and procedures.
- Project Planning and Execution, leading the planning, scheduling, and execution of any facility projects. Planning and overseeing various maintenance and renovation projects, including renovations, refurbishments, and office relocations.
- Quality Implementing and maintaining quality control systems and procedures. Identifying areas for improvement and implementing changes to enhance quality and efficiency. Analyzing data related to quality performance to identify trends and areas for improvement
- Data management, analysis & maintaining records of all activities, operations, equipment, products, services internal & external and other relevant data. Quality check, records, tracking, reporting, maintaining the documents, fulfilling compliance.

Qualifications

- Bachelors Degree in any stream
- Diploma / Certification programs in Facilities Management or related fields.
- Any relevant education or licenses.

Experience:

- Minimum 8 years experience in corporate MNCs in facility management, maintenance, or a related field is generally required.
- MS Office must - Knowledge of Power BI, Advance Excel Must.
- ERP Knowledge Preferred.

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