Executive- Facilities and Administration

Job Title: Senior Executive- Facilities and Administration

Shift Timings: 7:00 PM to 4:00 AM (Mon-Fri) – Night Shift

Nature of Assignment: Permanent

Location: Goa Work from Office(Completely Onsite)

Sat & Sun are fixed off.

Experience Required: 2- 4 years

Location: Goa

Job Description

Facilities Management:

· Oversee the maintenance, repair, and safety of facilities, including office buildings, equipment, and utilities.

· Develop and implement facilities management policies, procedures, and standards to ensure compliance with regulations and best practices.

· Coordinate with external vendors and contractors for facility repairs, renovations, and upgrades.

· Must have knowledge of facility security systems, access controls, and emergency preparedness plans.

Office Administration:

· Supervise administrative third-party staff on daily operations.

· Manage office supplies, equipment, and inventory, ensuring adequate stock levels and cost-effectiveness.

· Coordinate office logistics, including space planning, furniture arrangement, and layout design.

· Handle administrative tasks such as correspondence, scheduling, and record-keeping.

Vendor Management:

· Identify and select vendors, contractors, and service providers for facility-related services.

· Negotiate contracts, service agreements, and pricing terms to optimize cost-efficiency and quality of services.

· Monitor vendor performance and adherence to service level agreements.

· Resolve issues or disputes with vendors in a timely and effective manner.

Budget Planning and Management:

· Develop annual budgets for facility maintenance, operations, and administrative expenses.

· Monitor expenditures, track budget variances, and implement cost-saving initiatives.

· Prepare financial reports and forecasts related to facilities and administrative expenses.

Compliance and Risk Management:

· Ensure compliance with health and safety regulations, building codes, and environmental standards.

· Implement policies and procedures to mitigate risks related to facility operations and workplace safety.

· Conduct regular inspections and audits to assess compliance and identify areas for improvement.

Transport Management:

· Oversee and manage transport services for employees, ensuring timely and safe operations.

· Coordinate with transport vendors for vehicle management, scheduling, and maintenance.

· Optimize transportation routes and schedules to improve efficiency and reduce costs.

· Address and resolve transport-related employee concerns or complaints promptly.

· Maintain records of transport-related expenditures and ensure adherence to budgets.

Qualifications and Skills:

· Bachelor's degree in business administration or Equivalent.

· Strong interpersonal and communication skills.

· Excellent organizational and multitasking abilities, with attention to detail and accuracy.

· Proficiency in budgeting, financial analysis, and vendor negotiation.

· Familiarity with transport management systems, facility management software, and tools for scheduling, maintenance tracking, and reporting.

· Knowledge of regulatory requirements and industry standards for facilities, workplace safety, and employee transportation.