Job Description
Facility Executive - responsibilities
Office Operations
Manage daily administrative functions, including procurement of supplies, coordinating office services (like catering), and handling travel arrangements.
Record Management
Maintain accurate records, documents, and administrative databases.
Communication
Act as a point of contact between departments and handle external correspondence like emails and calls.
Scheduling
Schedule and coordinate meetings, appointments, and events, and prepare agendas.
Staff Support
Assist HR with administrative tasks, such as onboarding processes and payroll coordination.
Facility responsibilities
Maintenance And Upkeep
Oversee and coordinate the maintenance, cleanliness, and repair of the physical facility, including systems like HVAC and electrical.
Safety And Compliance
Ensure compliance with all health, safety, and environmental regulations. This includes implementing safety policies and managing pest control.
Vendor Management
Manage relationships with vendors and service providers for maintenance, security, and other facility-related needs, and oversee their contracts.
Space Management
Plan and coordinate office relocations and manage space allocation and utilization.
Project Management
Manage facility projects, such as renovations or expansions, from planning to execution.
Management and planning
Budgeting
Develop and manage the budget for office and facility expenses.
Reporting
Monitor operations, track key metrics, and report on facility and administrative performance to senior management.
Policy Development
Develop and implement office policies and procedures.
Event Coordination
Organize internal events, meetings, and audits.
Technical and system management
Oversee the operation and maintenance of building systems such as electrical, plumbing, HVAC, and fire safety.
Develop and implement preventive and predictive maintenance programs to minimize downtime.
Manage and track repairs and maintenance activities to ensure minimal disruption to operations.
Inspect facilities, identify faults, and take corrective and preventive actions.
Maintain an equipment database and ensure all equipment is in 100% upkeep and uptime.
Safety and compliance
Ensure compliance with all statutory and regulatory requirements for health, fire, and safety standards.
Implement and maintain crisis management, business continuity, and emergency procedures.
Conduct regular safety audits and inspections to identify and mitigate hazards.
Respond to routine and emergency calls for operational issues.
