Executive Facilities

**Description**

**Position Summary**:
The Facility Executive will assist in managing day-to-day facilities and administrative operations. This role includes overseeing SEZ compliance, logistics, mailroom operations, financial tasks, employee onboarding, and workstation management, ensuring seamless office functionality.

**Key Responsibilities**:
1. SEZ Letter Preparation and Coordination:

- Prepare SEZ-related letters and ensure timely submission to relevant authorities.
- Coordinate with stakeholders for necessary approvals and documentation.

2. Asset Shipment Activity:

- Manage the logistics of asset shipments, ensuring compliance with internal and external policies.
- Track and document shipments accurately.

3. Mailroom Operations:

- Supervise mailroom activities, including receipt, sorting, and delivery of correspondence.
- Maintain records for incoming and outgoing mail and couriers.

4. Invoice Processing:

- Verify and process facility-related invoices for timely payment.
- Coordinate with vendors and accounts for issue resolution.

5. New Hire Facilities Induction:

- Conduct facility orientation for new hires, covering office resources, safety protocols, and

workstation use.
- Address initial facility-related queries for new employees.

6. Workstation Management:

- Allocate and manage employee workstations, ensuring optimal utilization of space.
- Coordinate seating arrangements and resolve related concerns.

7. Accrual Submission:

- Prepare and submit monthly accruals for facilities-related expenses.
- Reconcile accruals with actual expenses.

8. Forecast Submission:

- Assist in preparing budget forecasts for facility operations.
- Provide data-driven insights to aid in cost management.

9. ESUGAM Activity for Shipments:

- Handle ESUGAM-related documentation and compliance for shipments.
- Coordinate with logistics teams to ensure accurate submissions.

10. Internal Event Management:

- Support the planning and execution of internal events, including logistics and vendor management.
- Ensure events align with organizational standards and goals.

11. Off-Contract Invoicing:

- Review and process off-contracts in Ariba as per the requirements.
- Ensure adherence to financial guidelines and approval workflows.

12. Weekly General Ledger Report:

- Prepare and submit weekly general ledger reports for facilities expenses.
- Highlight anomalies and suggest corrective actions.

13. Software License Key Distribution:

- Maintain an inventory of software licenses and distribute keys as per requirements.
- Track usage and ensure compliance with licensing agreements.

**Key Result Areas (KRAs)**:
1. Timely and accurate preparation of SEZ letters and compliance documentation.
2. Efficient management of asset shipments with zero discrepancies.
3. Seamless mailroom operations with mínimal delays.
4. Accuracy and punctuality in invoice processing and accrual submissions.
5. Smooth onboarding experience for new hires through effective facility induction.
6. Optimal utilization of workstations and prompt resolution of related issues.
7. Compliance with ESUGAM regulations for shipments.
8. Successful execution of internal events within allocated budgets.
9. Regular and error-free submission of weekly general ledger reports.
10. Compliance with software license management protocols.

Key Performance Indicators (KPIs):
1. SEZ Coordination: 100% on-time submission of SEZ letters.
2. Asset Shipments: Zero shipment delays or documentation errors.
3. Mailroom: 98% of mail and couriers delivered within SLAs.
4. Invoice Processing: 100% accuracy in invoice validation and processing.
5. New Hire Induction: 95% positive feedback from new hires on facility orientation.
6. Workstation Management: 100% adherence to seating plan requirements.
7. Accrual Accuracy: Less than 5% variance between accruals and actuals.
8. Forecast Submission: Forecasts submitted on or before deadlines.
9. Internal Events: 90% satisfaction rate from event feedback.
10. General Ledger Reporting: Zero discrepancies in weekly submissions.
11. License Key Distribution: 100% compliance with licensing agreements.
Goal Setting:
1. Improve process efficiency by identifying automation opportunities for repetitive tasks like invoice
processing and SEZ documentation.
2. Enhance employee satisfaction by implementing a seamless workstation allocation system.
3. Achieve cost savings by optimizing vendor contracts and reducing off-contract invoicing.
4. Strengthen compliance and reporting mechanisms for SEZ and ESUGAM activities.
5. Develop and execute at least two new internal engagement initiatives annually.

VS&Co provides a range of compensation for this role as shown. Your actual salary will be determined by a number of factors, including: your specific skills and experience, geographic region, or other relevant factors.

**Qualifications**

**Skills and Competencies**:

- Excellent organizational and time-management skills.
- Strong analytical and