Building Operations, Facilities Services

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**FACILITY EXECUTIVE - SOFT SERVICES**
**Corporate Solutions (Integrated Facilities Management)**
**ROLE AND RESPONSIBILITIES**
**OVERALL ROLE**
Client is a fast-paced, collaborative and innovation-driven environment. The requirement is for a mind set that is very hands-on, energetic, helpful and straight forward. Achieve excellence in maintenance service programs at Client, obtaining the highest possible standards and practices. Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time. To provide comprehensive facility management for services to the client, with a focus on continuous improvement. Achievement of the Key Performance Indicators and Service Level Agreements targets.
**POSITION GOALS**
- To provide administrative support to FM for site teams
- To provide comprehensive management of services covering all facility services to the client with the focus of continuous improvement
- To achieve financial and other targets given by Facility Manger.Achievement of the service level agreements.

**ROLES AND RESPONSIBILITIES**
- Site Operations Management
- Monitoring of Housekeeping related activities
- Arrangement of all consumables and supplies for Client / VIP visits
- Interfacing with the pest control for carrying out the pest control activities at the facility.
- Monitoring the mail room activities
- Preparing the Daily/Weekly and Monthly reports
- Collecting all documents from the vendor for compliance audit
- Interacting with the Housekeeping vendor.
- Taking facility rounds and find out snags and raising GUTS tickets for the same
- Follow up and close the tickets logged.
- Effectively manage Facility team to ensure an on time deliverable system.
- Routinely Inspect all services to ensure performance measures are being maintained
- Provide assistance to FM in all administrative functions, security issues and Facility services and any other administrative functions deemed by Client
- Ownership of the Day to day administration, including reports generation of the stocks tracker.
- Muster all the housekeeping staff of the shift before deployment and communicate the priorities of the day
- Inspect the turn out and attendance of the staff and sign the shift register
- Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints
- Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
- Communicate to the FM all incidents issues and pending problems
- Take rounds of the facility regularly to identify issues in and initiate immediate rectification actions
- Managing MicroKitchen for stacking of Food & Beverage, cleanliness, vending machines, Stock Maintenance and all time availability of the same
- Monitoring the Food Vendors at site.
- Monthly Accruals to be submitted to the FM.
- Co-ordinate with Space planner for any moves.
- Soft services stores and stocks to be maintained
- Indent monthly requirements for Soft services as per the month’s budget.
- Involve in Vendor staff Training & Development.
- Maintenance of Library books and stocks
- Manage Concierge Vendor for timeliness and for any escalations
- Laundry vendor co-ordination.
- Gym, Spa, Bunker room& Wellness room linen maintenance.
- Oversee Horticulture requirements at site.
- Maintaining stock and issuing of sports equipment.
- Maintain Asset Register
- Vendor Management
- Vendor grooming and real time monitoring of services and periodic reviews and ensure adherence to SLA
- Carrying out Vendor Background Checks.
- Processing of vendor Invoices
- Others
- Maintaining external employee data.
- Preparing floor register for Health and Safety Issues for Client
- Compile and update site account details.
- Coordinate and organize events requested by Client
- Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report
- 24/7 emergency call support and site attendance is required
- Participate in emergency evacuation procedures including crisis management and business continuityAny responsibility/ task given by the client/ Manager, going forward will be a part of the JD.

**CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA**
**Ideal Experience**
- Tertiary qualifications in property, building or facilities management preferable
- Excellent people skills and ability to interact with a wide range of client staff and demands
- Demonstrated experience with tendering and service improvement initiatives required.
- Knowledge of occupational safety requirementsStrong PC literacy and proven ability to manage daily activities using various systems.

**Key Performance Measures**
- Reports on time
- Accurate billing and invoicing
- Zero stock out of situationMaintain high standards of housekeeping of facility

**KEY STAKEHOLDERS**
Clientrs
Assistant Managers
Vendor staff

**REPORTING TO**
Assistant Managers

**Locat