Summary of the position
The Facility Executive role will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe, maintained proactively & well-functioning. This is to ensure that our organization has the most suitable working environment for our employees and their activities; at the same time protecting our investment.
Contract Duration: 06 months
Key Accountabilities
- Strategic Planning and Day-to-Day Operations
- Involvement in strategic planning and day-to-day operations related to office infrastructure, building, and premises.
- Develop and implement facilities management strategies to ensure the smooth running of the office environment.
- Vendor and Third-Party Coordination
- Effectively coordinate and manage relationships with outside vendors and third-party agencies for supplies, repairs, and essential services such as security, housekeeping, canteen, stationery, AMC vendor etc.
- Negotiate contracts and service agreements to ensure effective and cost-efficient service delivery.
- Facility Inspection and Maintenance
- Perform regular inspections of office infrastructure and facilities to assess the need for repairs, renovations, or preventive maintenance.
- Ensure all areas, including common spaces, workstations, and equipment, are well-maintained and functioning properly.
- Manage preventive maintenance schedules to minimize disruption to office operations.
- Collaborate with relevant teams to implement maintenance tasks efficiently.
- Conduct Monthly night patrols of the office premises to ensure security and address any immediate maintenance needs.
- Report and resolve issues identified during night patrols
- Regularly inspect the kitchen and cafeteria areas to ensure compliance with hygiene and safety standards.
- Monitor the quality and safety of food provided by cafeteria vendors and address any concerns promptly.
- Utility Management
- Review and monitor utility consumption, striving to minimize costs while maintaining efficiency and sustainability.
- Implement energy-saving initiatives and practices to reduce the organization's carbon footprint.
- Plan, coordinate, and manage all installations, including telecommunications, security systems, and refurbishments.
- Quality Assurance
- Ensure the quality of internal service provided by third-party service contractors and agencies.
- Address and resolve any issues or complaints related to facilities management promptly and effectively.
- Emergency Response
- Respond appropriately to emergencies or urgent issues as they arise and manage the consequences.
- Develop and implement emergency response plans and procedures to ensure the safety of employees and the facility.
- Stakeholder Relationship Management
- Build and maintain cordial relationships with builders, landlords, tenants, and other stakeholders.
- Act as a point of contact for facilities-related queries and concerns from employees and management.
- Health and Safety Compliance
- Ensure compliance with health and safety regulations and standards.
- Conduct regular health and safety audits and implement corrective actions as needed.
- Perform safety checks of the building, including verifying the functionality of the fire alarm system, ensuring the lift NOC is up-to-date, and maintaining all building equipment.
- Budget Management
- Obtain and evaluate quotes from vendors for various facilities-related services and projects.
- Validate the accuracy and competitiveness of quotes to ensure the best value for the organization.
- Prepare and present comprehensive reports on facilities management activities, including budget performance.
- Oversee the facilities budget, Track expenses and identify areas for potential cost savings
- Travel
- Plan and organize all travel-related logistics well in advance to ensure a seamless experience for UK visitors.
- Create a detailed itinerary for travelers, including cab schedules and hotel check-in/check-out times.
- Be available as a point of contact for travelers to assist with any queries or concerns during their visit.
- Conduct a final review of all arrangements before the traveler’s arrival to ensure everything is in order.
- Collect and act on feedback from travelers to continuously improve the travel arrangements process.
- Events
- Research and select a suitable venue that aligns with the events and capacity requirements.
- Negotiate with venue contract, ensuring all necessary amenities and services are included.
Skills and Experience | Essential
- 2+ years of proven experience in facilities management.
- Must be able to converse well in English, both verbally and in writing.
- Ability to negotiate, influence people (vendors, landlords, builders, tenants, etc) to deliver resolution as per requirement & situation.
- Confident to push back and manage expectations as required.
- Understands company standards/processes and follow them
Personal attributes
- Good communication skills
- Honest, ethical, professional individual carrying positive attitude.
- Go-getter and solution-oriented personality
- Very quick learner and keen to learn new things
- Ability to work under pressure
- Relevant experience in handling administration activities