Executive Facility - Soft (India)

Job Title

Executive Facility - Soft

Job Description Summary

Job Description

Executive - Facility

The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.

Staff & Attendance Management

Approve the attendance of sub-staff.

Implement and monitor R&R; (Rewards & Recognition) programs for sub-staff.

Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.

Oversee timely clearance of salaries.

Invoice & Financial Management

Ensure invoices are submitted to ABS before the 5th of every month.

Submit invoices to the client immediately upon receipt.

Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.

Review invoices to ensure costs remain within budgetary guidelines.

Generate and present POs for approval and payment, in consultation with Procurement Standards.

Ensure timely clearance of vendor invoices.

Reporting & Reviews

Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.

Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.

Procurement & Vendor Management

Generate new service requests and issue them to vendors (via Asset Infinity).

Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.

Negotiate with current vendors for better rates during contract renewals.

Formulate and maintain vendor agreements in consultation with Procurement Standards.

Pantry & Housekeeping Management

Monitor usage of pantry and housekeeping products.

Track and minimize wastage.

Reorder pantry and housekeeping products as per defined stock levels.

Workplace & Desk Management

Maintain a tracker for allotted and total desks.

Allocate desks to new joiners in coordination with HR and team managers.

Reallocate desks from employees exiting the firm.

Events & Cultural Support

Manage decorations and event arrangements as per Cultural Team requests (C&W;).

Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin.

Procure goods and stationery for attendees, in consultation with Procurement Standards.

Compliance & SOPs

Ensure SOPs and checklists are followed and maintained as per C&W; standards.

Maintain a comprehensive list of physical assets against Fixed Assets Register.

Ensure DA compliance and vendor adherence to statutory requirements.

Meetings & Coordination

Attend C&W; Managers' meetings on MS Teams (mandatory).

Act as liaison between client, Procurement, and service vendors.

Manage ad-hoc tasks as per client requirements.

Graduate (Facility Management / Business Administration preferred).

46 years of experience in facilities management, property management, or related field.

Strong communication and interpersonal skills.

Good knowledge of facility operations.

Ability to handle multiple stakeholders and vendor coordination.

Problem-solving and decision-making skills.

Proficiency in MS Office.

Executive - Facility

The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.

Staff & Attendance Management

Approve the attendance of sub-staff.

Implement and monitor R&R; (Rewards & Recognition) programs for sub-staff.

Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.

Oversee timely clearance of salaries.

Invoice & Financial Management

Ensure invoices are submitted to ABS before the 5th of every month.

Submit invoices to the client immediately upon receipt.

Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.

Review invoices to ensure costs remain within budgetary guidelines.

Generate and present POs for approval and payment, in consultation with Procurement Standards.

Ensure timely clearance of vendor invoices.

Reporting & Reviews

Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.

Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.

Procurement & Vendor Management

Generate new service requests and issue them to vendors (via Asset Infinity).

Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.

Negotiate with current vendors for better rates during contract renewals.

Formulate and maintain vendor agreements in consultation with Procurement Standards.

Pantry & Housekeeping Management

Monitor usage of pantry and housekeeping products.

Track