Executive - Facilities

Position Summary:

The Facility Executive is responsible for supporting the day-to-day facility operations of the office premises, ensuring a safe, clean, compliant, and employee-friendly workplace. The role involves coordinating with vendors, monitoring housekeeping and security services, managing helpdesk requests, supporting office infrastructure maintenance, ensuring compliance with safety norms, and assisting in workplace experience initiatives.

The incumbent will serve as the first point of contact for facility-related issues and coordinate with internal stakeholders, landlords, OEMs, and service partners to ensure uninterrupted facility operations.

Responsibilities:

1. Facility Operations Management

• Support daily facility operations of the office premises.
• Conduct floor walks and inspections to identify facility-related issues.
• Ensure proper functionality of office infrastructure and common areas.
• Monitor conference rooms, collaboration areas, pantries, and reception areas.
• Ensure uninterrupted office operations during business hours.
• Coordinate with building management for common area maintenance.

2. Housekeeping Management

• Supervise housekeeping staff and shift deployment.
• Ensure cleanliness standards are maintained across the workplace.
• Monitor washrooms, pantry areas, meeting rooms, and workstations.
• Track housekeeping consumables and raise replenishment requests.
• Ensure proper waste segregation and disposal practices.
• Conduct periodic audits and hygiene inspections.

Areas of Responsibility

• Workstations
• Meeting rooms
• Reception
• Cafeteria/Pantry
• Washrooms
• Utility areas
• Server and IDF rooms (cleanliness only)

3. Vendor Management

• Coordinate with facility service providers and AMC vendors.
• Monitor vendor attendance and service delivery.
• Verify vendor invoices and service reports.
• Escalate vendor performance issues to Facility Manager.
• Maintain vendor records and compliance documentation.
• Ensure vendor adherence to SLA commitments.

4. Helpdesk & Employee Support

• Manage facility-related employee requests and complaints.
• Log and track servicenow tickets until closure.
• Coordinate with concerned teams for resolution.
• Ensure adherence to servicenow ticket closure timelines.
• Provide support during employee events and town halls.

5. Security Coordination

• Coordinate with security personnel for daily office operations.
• Support visitor management processes.
• Monitor access control compliance.
• Assist in preventing unauthorized access and tailgating.
• Ensure emergency exits remain unobstructed.
• Support incident reporting and investigation activities.

Security Activities

• Visitor management
• Access card coordination
• Security rounds follow-up
• Incident logging
• Material movement coordination

6. Safety & Compliance

• Support implementation of health and safety standards.
• Conduct routine workplace safety inspections.
• Identify and report unsafe conditions.
• Ensure compliance with fire and life safety requirements.
• Support emergency evacuation drills.

Compliance Areas

Fire Safety

Emergency Preparedness

Workplace Safety

Vendor Compliance

Environmental Compliance

7. Asset & Inventory Management

• Maintain records of facility assets.
• Track issuance and return of office assets.
• Monitor stock levels of consumables.
• Maintain inventory registers and asset movement logs.
• Assist in annual physical asset verification.

Assets Covered

• Office Furniture
• Access Cards
• Electrical Appliances
• Pantry Equipment
• Facility Tools
• Office Consumables

8. Maintenance Coordination

• Coordinate preventive and breakdown maintenance activities.
• Follow up on electrical, HVAC, plumbing, and civil maintenance activities.
• Ensure timely closure of maintenance work orders.
• Escalate critical issues impacting business continuity.

Maintenance Areas

• HVAC Systems
• UPS Systems
• Lighting Systems
• Electrical Distribution
• Plumbing Systems
• Civil Repairs
• Furniture Maintenance

9. Administration Support

• Support workspace allocation and movement activities.
• Coordinate employee onboarding and seating arrangements.
• Maintain facility records and documentation.
• Support office events and employee engagement activities.

10. Documentation & Reporting

Maintain and update:

• Daily Facility Checklist
• Housekeeping Audit Reports
• Visitor Statistics
• Vendor Attendance Reports
• Asset Registers
• Preventive Maintenance Reports
• Incident Reports
• Safety Observation Reports
• Consumable Stock Registers
• Monthly Facility MIS

Educational Qualifications

Essential

• Graduate in any discipline.

Preferred

• Diploma/Degree in Facility Management, Hospitality, Administration, Engineering, or related field.