Opportunity For Senior Administrative & Facilities Executive Position

Job Title : Senior Administrative & Facilities Executive

Job Summary : The Senior Administrative & Facility Executive will be responsible for ensuring a safe, efficient, and well-organized work environment. With 8 years of proven experience, this role bridges executive administration with facility operations, vendor oversight, health and safety protocols, and space planning. The ideal candidate works with minimal supervision, drives process improvements, and acts as a primary point of contact for employees, visitors, and external service providers.

Key Responsibilities

1. Facility Operations & Maintenance

• Oversee day-to-day facility operations, including building safety, cleanliness, and ergonomic workspace standards.
• Manage preventative maintenance schedules and coordinate repair requests for office equipment, HVAC, lighting, and general infrastructure.
• Monitor third-party service providers and contractors (cleaning, security, catering, plant care, and repairs), ensuring Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) are met.
• Support workplace logistics, including office seating/floor plan updates, desk/room bookings etc.
• Conduct routine facility and safety walkthroughs, logging maintenance issues and maintaining elevator/facility logs.
• Provide high-level administrative support to department heads or leadership teams for travel coordination and expense reporting.

1. Events & Employee Engagement Activities

• Plan, coordinate, and execute internal events, including town halls, holiday parties, team-building activities, and employee appreciation initiatives.
• Manage event logistics end-to-end, including venue sourcing, catering, AV setup, event budgeting, and promotional materials.
• Support the HR team with onboarding event logistics, ensuring new hires have a seamless, welcoming workspace and orientation experience.
• Collaborate with cross-functional committees to organize events and wellness initiatives.

1. Health, Safety, & Compliance

• Enforce workplace health and safety (H&S) policies in compliance with local regulations and company standards.
• Maintain safety documentation, incident reports, and contractor work permits/compliance records.
• Act as a floor warden or emergency evacuation coordinator, helping organize drills and safety training updates.

1. Procurement & Financial Administration

• Manage purchase requisitions, vendor invoices, and expense tracking for office supplies, pantry inventory, and facility maintenance budgets.
• Negotiate minor local service quotes and maintain inventory control for stationery, safety gear, and pantry/office consumables.
• Process billing records and coordinate with the finance department on vendor payments.

Required Qualifications & Experience

• Experience: Minimum 8 years of combined experience in office administration and facilities management.
• Education: Bachelors degree in Business Administration.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with facility helpdesk ticketing systems, space management software, or basic database/CRM tools.
• Core Competencies:
• Strong project management, multi-tasking, and priority-setting under pressure.
• Exceptional verbal and written communication skills with strong interpersonal diplomacy.
• Independent judgment and proactive problem-solving capability.
• Familiarity with local health, safety, and building compliance codes.