Facilities Administration Executive

Job description

**Executive Administration & Facilities** Position Summary We are seeking a proactive and experienced Executive Administration & Facilities to independently manage administration, facilities, statutory compliance, and workplace operations. The ideal candidate should possess strong technical knowledge of facility systems, vendor management, statutory compliance, and emergency handling, while ensuring smooth day-to-day facility operations and uninterrupted support to business functions. **Key Responsibilities** Administration & Facilities Management - Independently manage overall Administration & Facilities operations of the site/building. - Coordinate with landlords, vendors, visitors, and internal stakeholders for smooth facility operations. - Ensure effective management of housekeeping, cafeteria, pantry, transportation support, and physical security operations. - Maintain facility-related MIS reports, checklists, and operational records. Technical & Engineering Coordination - Handle and monitor facility systems including: - HVAC Systems - DG Sets - UPS Systems - Fire Alarm Systems - Access Control Systems - CCTV Surveillance - Compressors and related utilities - Coordinate with Production, Engineering, and other stakeholders to ensure uninterrupted power supply and operational continuity. - Support preventive and breakdown maintenance activities and ensure timely closure of issues. Compliance & Statutory Management - Ensure 100% compliance with statutory regulations and maintain all required documentation. - Liaise with government departments and external agencies including: - BESCOM - Pollution Control Board (PCB) - Directorate of Factories - Labour Department - Fire Department - Coordinate audits and ensure readiness for Internal and External Quality Audits. - Maintain records related to EOHS, safety compliance, AMC agreements, and vendor contracts. Budgeting & Vendor Management - Prepare and monitor site budget versus expenditure reports. - Process monthly bills, invoices, and vendor payments on time. - Coordinate with Finance and relevant stakeholders for timely bill processing and payment release. - Manage vendor agreements, AMC contracts, and third-party manpower coordination. Safety & Emergency Management - Ensure adherence to EOHS standards and workplace safety requirements. - Handle emergency situations including: - First Aid - Fire Fighting - Emergency Response - Evacuation Drills - Conduct safety training programs and train employees/staff periodically. Stakeholder Management - Act as the Single Point of Contact (SPOC) for Administration & Facilities functions. - Work closely with HR, Finance, Production, Engineering, and other business teams to ensure seamless operational support. Desired Candidate Profile - Minimum 45 years of relevant experience in Administration & Facilities Management. - Experience working independently in handling administration and facility operations. - Prior experience in Integrated Facilities Management organizations such as JLL, CBRE, Cushman & Wakefield (C&W), or similar firms will be an added advantage. - Strong technical understanding of facility systems and statutory compliance requirements. - Good communication, coordination, and vendor management skills. - Ability to handle multiple responsibilities and work under pressure. Educational Qualification - Bachelors Degree / Diploma in Engineering, Facilities Management, Administration, or related field preferred. Preferred Skills - Facilities Operations Management - Vendor & AMC Management - EOHS & Safety Compliance - Statutory Compliance Handling - Budgeting & MIS Reporting - Emergency Response Management - Audit Coordination - Stakeholder Management - Communication & Coordination Skills Interested candidates are may reach out **rajashekhara@n.cyientdlm.com**