Senior Executive Facilities

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 Responsibilities

Operational 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.