Building Supervisor

Job Description Building Supervisor

Department: Administration / Retail Operations
Position: Building Supervisor
Reporting To: Admin Manager / Operations Head
Team Size: Approximately 200 Employees
Industry: Retail
Location: [Location]
Employment Type: Full-Time

Job Summary

We are looking for an experienced and responsible Building Supervisor to oversee the smooth day-to-day administration and operations of a retail facility supporting approximately 200 employees.

The Building Supervisor will be responsible for employee coordination, building and facility management, housekeeping, security coordination, attendance monitoring, discipline, vendor coordination, and general administrative activities. The ideal candidate should have strong administrative experience, excellent people-management skills, and the ability to handle a large employee workforce effectively.

Key Responsibilities

Employee & Workforce Management

• Monitor and coordinate the day-to-day activities of approximately 200 employees.
• Ensure employee attendance, punctuality, grooming, discipline, and adherence to company policies.
• Coordinate employee movements, shift requirements, and operational support.
• Address routine employee concerns and escalate complex issues to HR/Management.
• Maintain a professional and positive work environment.
• Support HR in employee engagement, communication, and disciplinary matters.

Building & Facility Administration

• Ensure smooth day-to-day functioning of the building and retail premises.
• Monitor housekeeping, cleanliness, hygiene, and overall facility standards.
• Coordinate with security personnel and ensure proper security procedures are followed.
• Monitor utilities such as electricity, water, air-conditioning, lifts, and other essential services.
• Identify maintenance requirements and coordinate with relevant vendors/service providers.
• Conduct regular building inspections and report maintenance or safety issues.
• Ensure common areas, staff areas, storage areas, and other facilities are maintained properly.

Vendor & Service Management

• Coordinate with housekeeping, security, maintenance, pest control, and other facility vendors.
• Monitor vendor performance and ensure services are delivered as per agreed standards.
• Verify service completion and escalate service-related issues.
• Assist with vendor documentation, bills, and service records.

Administration & Compliance

• Maintain administrative records, registers, and reports.
• Monitor attendance and prepare regular administrative reports.
• Ensure compliance with company policies and building safety procedures.
• Support emergency preparedness and coordinate during emergencies or incidents.
• Maintain records related to maintenance, incidents, security, assets, and facility operations.
• Coordinate with HR, Operations, Finance, Security, and other departments as required.

Retail Operations Support

• Ensure the building is operational and ready for business every day.
• Coordinate with retail operations teams to resolve facility or administrative issues quickly.
• Support opening and closing procedures where required.
• Ensure employee facilities and operational areas meet company standards.
• Assist management during audits, inspections, events, and special operational requirements.

Required Skills & Experience

• 5–8 years of experience in administration, facility management, building supervision, or a similar role.
• Experience managing or coordinating a workforce of 150–200+ employees is preferred.
• Prior experience in retail, hospitality, commercial buildings, corporate facilities, or large-scale operations will be an advantage.
• Strong knowledge of general administration and facility management.
• Good people-management and communication skills.
• Ability to handle employee grievances and routine disciplinary matters professionally.
• Strong vendor and service-provider coordination skills.
• Basic knowledge of MS Office, particularly Excel and email.
• Good problem-solving and decision-making abilities.
• Ability to work under pressure and manage multiple priorities.

Key Competencies

• People Management
• Administrative Skills
• Facility Management
• Employee Coordination
• Vendor Management
• Problem Solving
• Communication Skills
• Discipline & Time Management
• Incident Management
• Team Coordination
• Attention to Detail
• Ownership & Accountability

Key Performance Indicators (KPIs)

• Smooth and uninterrupted building operations.
• Employee attendance and discipline management.
• Facility cleanliness and maintenance standards.
• Timely resolution of administrative and facility issues.
• Vendor/service quality and compliance.
• Reduction in operational complaints and facility downtime.
• Timely submission of administrative reports.
• Compliance with company safety and administrative policies.

Preferred Candidate Profile

The ideal candidate will be a hands-on administrator and strong people manager who is comfortable supervising a large workforce, coordinating multiple support functions, resolving day-to-day issues, and ensuring that the retail facility operates efficiently and professionally.