Facility Executive

AS-IN-Vadodara

**Job Description and Qualifications**

Job Description Summary
- Facilities Executive
- Taking care of Soft services and General Administration
- **
Primary**:

- Office administration and Infrastruture management - To supervise the overall functioning of the office. Coordinate with the building management for smooth access and operation of the office.
- Facilities management & Repairs and Maintenance - To budget and timely execution of the maintenance to make sure office is always in the best form.
- MIS, reporting & budgeting - Maintain various records in spreadsheets/databases and produce reports requiring data compilation and analysis - daily/weekly/monthly/annually.
- General Administration Support - Provide administrative support including tracking and reporting expenses, supply ordering/tracking, processing invoices/expenses, etc. May manage learning qualifications for organization to include but not limited to Code of Conduct and Safety training.
- Day to Day Activities - Stationery, Business Cards, Nameplates, Parking Stickers for Staff, Up loading various documents in share point.
- ** Service Management**: Oversee and manage the housekeeping, janitorial services, pantry & consumable management, printing & stationary needs, Indoor plant maintenance, pest control, waste management, landscaping, Monthly invoice processing, and other related tasks.

**Vendor Management**: Identify and select suitable service providers or vendors for various services. Establish service level agreements (SLAs) and monitor vendor performance to ensure adherence to quality standards and contractual obligations.

**Stock & Inventory management**: Prepare and manage adequate monthly stock, ensuring optimal allocation of resources. Monitor consumption, identify cost-saving opportunities, and implement strategies to control costs without compromising service quality.

**Quality Assurance**: Establish and maintain quality control measures to ensure the deadstock are optimised well in time & expired products are discarded with all the due diligence which will help to attain the highest standards all the time. Conduct regular inspections, audits, and customer feedback assessments to identify areas for improvement and implement corrective actions.

**Compliance and Safety**: Ensure compliance with relevant regulations, health and safety standards, and environmental guidelines in the delivery of soft services. Implement and monitor safety procedures, emergency response plans, and risk management protocols.

**Customer Service**: Foster a culture of exceptional customer service by addressing customer needs, concerns, and feedback. Maintain effective communication channels with facility occupants, respond to inquiries, and resolve issues promptly.

**Cafeteria Management**: Take daily rounds to the cafeteria to ensure the food & services are in line also customize the Menu on weekly basis to address the Food Variety/Taste issue.

Conducting monthly meetings with Food Committee & vendor to pass down the necessary feedback (if any). Respond back to all the feedbacks with an amicable outcome.

**Continuous Improvement**: Identify opportunities for process improvement, service enhancements, and operational efficiencies. Implement best practices, innovative solutions, and new technologies to optimize service delivery and enhance customer experience.

**Reporting and Documentation**: Prepare and present regular reports on the performance of soft services, including MIS report of all the consumable, service metrics, and financial analysis. Maintain accurate documentation of contracts, service records, and incident reports.

**Collaboration**: Collaborate with other departments, such as facility management, procurement, human resources, and IT, to ensure effective coordination and integration of soft services with other organizational functions.

**CORE SKILLS**:

- Proficiency in MS Office
- Ability to effectively work independently and collaboratively across global, regional cross-organizational team environments.
- Strong written and verbal communication skills to effectively work across global teams.
- Excellent customer service skills
- Ability to manage and priorities own workload and to be a self-starter
- Ability to follow logical process in problem solving
- Excellent planning and organisational skills.
- Ability to assess and prioritize competing priorities.

EDUCATION AND EXPERIENCE
- Bacholer degree in any stream with minimum 3 years relevant experience in Administration support is required.
- Excellent computer literacy and proficient Microsoft Office experience including: MS Word, Excel, Power Point, Access, and office 365.
- Strong interpersonal, verbal and communication skills to effectively communicate with a variety of individuals.
- Excellent organizational and planning skills and the ability to manage a wide variety of activities simultaneously.
- Experience in Smart Facility Implementation/understandin