We are looking for a reliable and detail-oriented Admin Executive – Facilities & Operations to manage end-to-end administration and facility operations during UK & Australia business hours. This role is critical to ensuring smooth office functionality, high hygiene standards, safety compliance, and a seamless employee experience during extended working hours.
Key Responsibilities:
- Take complete ownership of office facilities from 2:00 PM until formal office closure.
- Ensure uninterrupted availability of core infrastructure including power, lighting, air conditioning, and internet coordination.
- Maintain operational readiness of workstations, meeting rooms, and common areas during extended working hours.
- Supervise housekeeping staff, including pantry operations (tea/coffee service, hygiene, consumables) and office cleaning.
- Ensure washrooms and high-usage common areas meet defined hygiene and cleanliness standards.
- Monitor adherence to cleaning schedules and proactively address service gaps to ensure zero complaints.
- Coordinate with on-call vendors for maintenance, repairs, and urgent facility requirements.
- Monitor vendor service quality and escalate deviations as per the defined escalation matrix.
- Ensure vendor compliance with safety and service guidelines during extended hours.
- Act as the primary point of contact for all facility-related issues during UK & Australia overlap hours.
- Support late-working teams with seating arrangements, access management, meeting room readiness, and basic infrastructure needs.
- Ensure smooth execution of late meetings, calls, and business operations.
- Ensure compliance with workplace safety norms, security protocols, and internal audit requirements.
- Conduct periodic checks of emergency exits, fire safety equipment, and access control systems.
- Ensure secure, compliant, and documented end-of-day office closure.
- Prepare and circulate a Daily Closure & Facilities Report covering housekeeping status, pantry updates, resolved and pending issues, vendor activities, and escalations.
- Ensure proper handover to the morning Admin Executive with clear and documented updates.
- Maintain records and documentation required for audits and management reviews.
Skills & Competencies:
- Strong sense of ownership and accountability.
- Ability to work independently during extended and late working hours.
- Effective communication and coordination skills.
- Vendor management and problem-resolution capabilities.
- Basic reporting and documentation proficiency.
Qualification & Experience:
- Graduate in any discipline (preferred).
- 2–4 years of experience in Administration or Facilities Management.
- Prior experience in IT or corporate office environments is preferred.
- Exposure to shift-based or extended-hours operations is an added advantage.
Educational Qualifications
Bachelor's degree required (any)
