Facilities Executive

Job Summary

Soft Services Executive Position Overview

The Soft Services Executive is responsible for coordinating and managing day-to-day soft services operations to ensure a clean, safe, and welcoming workplace environment. This role focuses on the delivery of non-technical facility services including housekeeping, security, reception, catering, mail services, and other workplace amenities. The position requires strong coordination skills, attention to detail, and a customer service orientation to maintain high service standards and occupant satisfaction.

Key Responsibilities

• Soft Services Coordination - Coordinate daily operations of housekeeping, janitorial, and cleaning services across the facility. Oversee reception, front-of-house services, and visitor management operations. Manage mail room operations including courier services, package handling, and distribution. Coordinate catering services, pantry management, and kitchen/breakroom upkeep. Monitor landscaping, pest control, and waste management services. Ensure proper functioning of employee amenities including meeting rooms, breakout areas, and common spaces. Conduct regular walkthroughs and inspections to ensure service quality and cleanliness standards are met.
• Vendor Contractor Management - Serve as primary point of contact for soft services vendors and contractors. Monitor vendor performance and ensure adherence to service schedules and quality standards. Coordinate service requests and communicate requirements to service providers. Track vendor attendance, timesheets, and service delivery documentation. Report vendor performance issues and coordinate corrective actions. Assist with vendor onboarding and orientation to facility requirements.
• Service Quality Standards - Implement and monitor service level standards for all soft services. Conduct quality inspections and maintain inspection checklists and reports. Address service deficiencies promptly and follow up on corrective actions. Respond to occupant requests, complaints, and feedback regarding soft services. Maintain high standards of cleanliness, presentation, and service delivery. Implement continuous improvement initiatives based on feedback and observations.
• Administrative Support - Maintain soft services records, logs, and documentation. Process work orders and service requests through facility management systems. Track consumables inventory including cleaning supplies, pantry items, and amenities. Coordinate supplies ordering and ensure adequate stock levels. Prepare regular reports on service delivery, incidents, and performance metrics. Maintain vendor contracts, insurance certificates, and compliance documentation. Support budget tracking and invoice processing for soft services.
• Health, Safety Compliance - Ensure compliance with health and safety regulations for all soft services activities. Monitor proper use of cleaning chemicals, equipment, and safety procedures. Conduct safety briefings with service providers and maintain safety records. Report safety incidents, near misses, and hazards promptly. Support emergency preparedness including evacuation procedures and crisis response. Ensure proper waste segregation, recycling programs, and environmental compliance.
• Occupant Services Experience - Act as first point of contact for occupant inquiries related to soft services. Coordinate special requests for events, meetings, and workplace activities. Manage meeting room bookings, setup requirements, and catering arrangements. Support workplace hospitality and visitor experience initiatives. Conduct occupant satisfaction surveys and implement feedback. Build positive relationships with building occupants and department representatives.
• Project Support - Assist with soft services transitions, vendor changes, and service improvements. Support office moves, workspace reconfigurations, and setup activities. Coordinate deep cleaning projects, carpet cleaning, and specialized services. Assist with facility events, corporate functions, and special programs. Participate in facility improvement initiatives and workplace enhancement projects.

Required Qualifications

• Education: Diploma or Bachelors degree in Facility Management, Business Administration, Hospitality Management, or related field. High school diploma with relevant experience may be considered.
• Experience: 5-6 years of experience in facility services, soft services coordination, or hospitality operations. Experience in commercial office buildings, corporate facilities, or multi-tenant environments preferred. Background in vendor coordination or service delivery operations. Customer service experience in a corporate or professional environment.
• Technical Knowledge: Understanding of housekeeping operations, cleaning standards, and industry best practices. Familiarity with workplace services including reception, mail services, and amenity management. Basic knowledge of health and safety requirements for facility services. Proficiency with facility management systems, work order platforms, or service request tools. Knowledge of inventory management and supplies coordination.
• Skills: Strong organizational and multitasking abilities with attention to detail. Excellent communication and interpersonal skills. Customer service orientation with problem-solving mindset. Ability to coordinate multiple vendors and service providers simultaneously. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Basic report writing and documentation skills. Ability to work independently and prioritize tasks effectively. Professional demeanor and presentation skills. Flexibility to adapt to changing priorities and urgent requests.

Personal Attributes

Strong attention to detail and quality consciousness. Proactive approach with ability to anticipate needs. Professional and courteous demeanor with all stakeholders. Team player with collaborative working style. Resilient and calm under pressure. Service-minded with commitment to excellence. Reliable and trustworthy with strong work ethic. Adaptable to changing environments and requirements.

Working Conditions

Standard business hours Monday to Saturday, with flexibility for early morning or evening service coordination. Occasional weekend work may be required for special events or projects. Office-based with significant time spent conducting facility inspections and vendor coordination. Fast-paced environment with multiple concurrent priorities. Interaction with diverse stakeholders including occupants, vendors, and management. May require flexibility for urgent service issues or occupant needs.

Key Performance Indicators

Occupant satisfaction scores and feedback. Service delivery compliance and quality audit results. Vendor performance ratings and SLA adherence. Response time to service requests and issue resolution. Cleanliness and presentation standards maintenance. Cost management within assigned budget parameters. Incident reporting and safety compliance metrics.

Location

Mumbai, MH

Scheduled Weekly Hours

48

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.