Job Title: Facility & Administration Executive
Department: Administration / Facilities Management
Location: Bangalore
Experience: 25 Years
Quali cation: Graduate in Commerce and Accountancy
Job Summary
The Facility & Administration Executive is responsible for managing day-to-day
administrative, facility management, inventory operations, and site support activities to
ensure smooth functioning of o ce/site operations. The role includes vendor coordination,
o ce maintenance, documentation, inventory control, housekeeping supervision, travel
arrangements, and ensuring compliance with organizational standards.
Roles and Responsibilities
Facility Management
- Oversee housekeeping, hygiene, and overall upkeep of o ce/site premises.
- Ensure regular maintenance of o ce infrastructure (electrical, plumbing, furniture,
equipment, etc.).
- Monitor functioning of utilities such as electricity, water supply, gensets, and AC
units.
- Maintain AMC schedules and coordinate with vendors for timely servicing and
repairs.
- Ensure safety, security, and cleanliness of o ce/store/worksite areas.
Inventory Management
- Maintain and monitor inventory of o ce supplies, stationery, equipment, and
consumables.
- Conduct regular stock counts and reconciliation to ensure accuracy and prevent
discrepancies.
- Create and maintain inventory records, SKU databases, and stock registers (physical
and digital).
- Monitor minimum/maximum stock levels and initiate purchase orders to avoid
stockouts or overstock.
- Implement systematic inventory organization and labeling for easy tracking and
retrieval.
- Track inventory usage patterns and prepare consumption reports for cost
optimization.
- Coordinate with procurement team for timely replenishment of inventory items.
- Ensure proper storage conditions and shelf-life management of supplies and
materials.
- Generate inventory reports and analytics for management review and budget
planning.
- Identify and report obsolete, damaged, or expired items for write-o or disposal.
- Maintain asset registry and track movement of equipment across
departments/locations.
Administration & Operations
- Manage o ce supplies, stationery, pantry items, and maintain consumption records.
- Coordinate travel, accommodation, and logistics arrangements for employees and
visitors.
- Maintain attendance registers, visitor logs, asset registers, and other admin
documentation.
- Support onboarding of new employees at the site (ID cards, seating, induction
essentials).
- Track admin expenses, prepare MIS reports, and support budget monitoring.
- Ensure adherence to company policies and administrative procedures at the site.
Vendor Management
- Identify and coordinate with vendors for housekeeping, security, transportation, and
facility requirements.
- Verify vendor bills, monitor service quality, and support contract renewals.
- Assist in procurement of admin-related materials/services as per requirement.
- Coordinate with suppliers for inventory replenishment and ensure timely delivery.
- Negotiate pricing and terms for inventory purchases to optimize costs.
Compliance & Safety
- Ensure statutory and safety compliance at the site ( re safety, PPE tracking,
emergency preparedness).
- Support audits related to facilities, admin documentation, and compliance checks.
- Maintain records of agreements, licenses, maintenance logs, and inspection reports.
- Ensure compliance with inventory audit and stock veri cation procedures.
Support Activities
- Coordinate internal events, meetings, and site visits.
- Assist project teams with admin-related assistance and documentation.
- Provide general support for internal communication, letters, and notices.
Quali cations
- Bachelor's degree in Commerce, Accountancy, or related discipline (B.Com, B.Acc, CA, CMA preferred).
- 25 years of experience in admin/facility roles, preferably in infrastructure,
construction, or railway projects.
- Knowledge of facility operations, vendor management, inventory control, and
admin processes.
- Experience with inventory management systems or ERP modules (SAP , Oracle,
NetSuite, etc.).
- Pro ciency in MS O ce (Word, Excel, Outlook); familiarity with ERP systems is an
added advantage.
- Strong organizational and documentation skills.
- Ability to manage multiple tasks and priorities simultaneously.
Key Competencies
- Inventory Management and Stock Control
- Administrative Coordination
- Vendor and Supplier Management
- Data Management and Reporting
- Compliance and Documentation
- Communication and Problem-Solving
- Attention to Details
