Job Summary:
We are looking for a proactive and detail-oriented Executive Facility & Admin with around 3 years of experience, preferably in IT or similar corporate environments. The ideal candidate will be responsible for managing daily facility operations, vendor coordination, technical systems, administrative purchases, and supporting internal events and transport logistics. This is a replacement role for the current Executive and plays a key part in ensuring smooth and efficient day-to-day operations.
Key Responsibilities:
1. Soft Services Management
- Oversee Housekeeping, Security, Pantry Services, Stationery, Waste Management, Pest Control, and Landscaping.
- Ensure all operations-related invoices are processed timely and filed systematically.
- Maintain service level compliance and ensure high-quality vendor performance.
- Handle petty cash, invoice processing, inventory movement, and vendor management.
- Assist employees with desk booking and manage room reservations and meeting setups.
- Maintain renewal records for AMCs and other facility agreements.
2. Technical Systems Coordination
- Coordinate the operation and maintenance of technical systems such as HVAC, electrical, plumbing, fire safety, and BMS.
- Ensure timely preventive maintenance and swift resolution of issues.
- Liaise with vendors for repair, maintenance, and emergency situations.
3. Client Visit Management
- Ensure the facility is presentation-ready for client and stakeholder visits.
- Coordinate logistics, prepare briefing materials, and provide facility tours.
- Liaise with reception and security to ensure a seamless experience for guests.
4. Procurement & Invoice Processing
- Work with vendors to obtain quotations for both IT and Non-IT items.
- Coordinate timely delivery and follow up on Purchase Orders and agreements.
- Process invoices and obtain required internal approvals for payment.
5. Event Management
- Plan and execute corporate events and internal functions.
- Coordinate with catering services, vendors, and internal teams.
- Manage event budgets, logistics, and post-event activities.
6. Transport Coordination
- Collaborate with transport vendors to improve employee travel experience.
- Make transport arrangements during emergencies or adverse weather conditions.
7. Cafeteria & Pantry Services
- Coordinate lunch/dinner and pantry services.
- Handle food vendor liaison for menu planning and quality control.
- Arrange halls for group dining and internal events.
Key Qualifications & Skills:
- Bachelor's Degree in any discipline (preferred: Facility Management or Business Administration).
- Around 3 years of experience in Facility & Administration roles, preferably in an IT or corporate setup.
- Strong coordination, communication, and vendor management skills.
- Ability to multitask, take initiative, and respond promptly to issues.
- Proficiency in MS Office and facility-related software/tools.
Working Hours: Monday to Saturday, 9:00 AM to 6:00 PM (with on-call duties after hours and on weekends)
