Executive Facility - Soft Service

Job description

**Job Title** Executive Facility - Soft Service **Job Description Summary** **Job Description** ***Executive - Facility*** ***The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.*** ***Staff & Attendance Management*** ***Approve the attendance of sub-staff.*** ***Implement and monitor R&R (Rewards & Recognition) programs for sub-staff.*** ***Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.*** ***Oversee timely clearance of salaries.*** ***Invoice & Financial Management*** ***Ensure invoices are submitted to ABS before the 5th of every month.*** ***Submit invoices to the client immediately upon receipt.*** ***Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.*** ***Review invoices to ensure costs remain within budgetary guidelines.*** ***Generate and present POs for approval and payment, in consultation with Procurement Standards.*** ***Ensure timely clearance of vendor invoices.*** ***Reporting & Reviews*** ***Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.*** ***Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.*** ***Procurement & Vendor Management*** ***Generate new service requests and issue them to vendors (via Asset Infinity).*** ***Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.*** ***Negotiate with current vendors for better rates during contract renewals.*** ***Formulate and maintain vendor agreements in consultation with Procurement Standards.*** ***Pantry & Housekeeping Management*** ***Monitor usage of pantry and housekeeping products.*** ***Track and minimize wastage.*** ***Reorder pantry and housekeeping products as per defined stock levels.*** ***Workplace & Desk Management*** ***Maintain a tracker for allotted and total desks.*** ***Allocate desks to new joiners in coordination with HR and team managers.*** ***Reallocate desks from employees exiting the firm.*** ***Events & Cultural Support*** ***Manage decorations and event arrangements as per Cultural Team requests (C&W).*** ***Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin.*** ***Procure goods and stationery for attendees, in consultation with Procurement Standards.*** ***Compliance & SOPs*** ***Ensure SOPs and checklists are followed and maintained as per C&W standards.*** ***Maintain a comprehensive list of physical assets against Fixed Assets Register.*** ***Ensure DA compliance and vendor adherence to statutory requirements.*** ***Meetings & Coordination*** ***Attend C&W Managers’ meetings on MS Teams (mandatory).*** ***Act as liaison between client, Procurement, and service vendors.*** ***Manage ad-hoc tasks as per client requirements.*** - ***Graduate (Facility Management / Business Administration preferred).*** - ***4–6 years of experience in facilities management, property management, or related field.*** - ***Strong communication and interpersonal skills.*** - ***Good knowledge of facility operations.*** - ***Ability to handle multiple stakeholders and vendor coordination.*** - ***Problem-solving and decision-making skills.*** - ***Proficiency in MS Office.*** ***Executive - Facility*** ***The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.*** ***Staff & Attendance Management*** ***Approve the attendance of sub-staff.*** ***Implement and monitor R&R (Rewards & Recognition) programs for sub-staff.*** ***Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.*** ***Oversee timely clearance of salaries.*** ***Invoice & Financial Management*** ***Ensure invoices are submitted to ABS before the 5th of every month.*** ***Submit invoices to the client immediately upon receipt.*** ***Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.*** ***Review invoices to ensure costs remain within budgetary guidelines.*** ***Generate and present POs for approval and payment, in consultation with Procurement Standards.*** ***Ensure timely clearance of vendor invoices.*** ***Reporting & Reviews*** ***Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.*** ***Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.*** ***Procurement & Vendor Management*** ***Generate new service requests and issue them to vendors (via Asset Infinity).*** ***Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.*** ***Negotiate with current vendors for better rates during contract renewals.*** ***Formulate and maintain vendor agreements in consultation with Procurement Standards.*** ***Pantry & Housekeeping Management*** ***Monitor usage of pantry and housekeeping products.*** ***Track and minimize wastage.*** ***Reorder pantry and housekeeping products as per defined stock levels.*** ***Workplace & Desk Management*** ***Maintain a tracker for allotted and total desks.*** ***Allocate desks to new joiners in coordination with HR and team managers.*** ***Reallocate desks from employees exiting the firm.*** ***Events & Cultural Support*** ***Manage decorations and event arrangements as per Cultural Team requests (C&W).*** ***Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin.*** ***Procure goods and stationery for attendees, in consultation with Procurement Standards.*** ***