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TheFacility & Admin Executiveis responsible to support the Facility Manager (FM) in all aspects of facility management to ensure smooth day-to-day operations.
The primary objective of the role is to ensure a safe, clean and well-maintained working environment while optimizing operational efficiency and compliance with relevant policies and regulations.
This involves administrative support, coordination of facility-related services, and facilitating effective communication between stakeholders.
Make an Impact by:
General Office Maintenance:Oversee the maintenance of office equipment, such as printers, copiers and other devices, ensuring their functionality besides coordinating with vendors to promptly address equipment issues.
Financial and Administrative Support:Provide assistance to the Finance and Admin team in tasks related to the SAP system, including purchase orders and maintenance requests.
Ensure proper housekeeping and filing of documents for record-keeping.
Manage Contracted Cleaners:Supervise and coordinate with cleaning staff to maintain the office's cleanliness and hygiene and address concerns or issues related to cleaning standards.
Routine Pantry Equipment Checks:Conduct regular inspections of pantry equipment (e.g., water dispensers, fridges, microwaves) to ensure proper operation.
Arrange for servicing or repairs when required.
Compliance and Safety:Ensure that facilities comply with health, safety and environmental regulations and assist in implementing sustainability initiatives.
Stakeholder Engagement:Serve as the point of contact for internal departments, responding to facility-related requests and issues efficiently.
Issuance of Access Cards:Issue scan cards to staff and visitors while maintaining accurate records.
Collaborate with vendors to generate access card reports and resolve related queries.
Maintenance Reporting:Develop and maintain reports related to facility operations, including maintenance schedules, vendor activities and asset usage.
Asset and Inventory Management:Track and maintain an updated inventory of office equipment, pantry supplies and other resources and coordinate procurement for necessary items.
Liaison with Building Management:Serve as the primary contact for building management regarding office space maintenance and other related concerns.
Manage issues related to building infrastructure and compliance.
Skills for Success:
Diploma or Degree in Business Administration field or equivalent.
Minimum 2-3 years of working experience in Facilities Management, administrative roles or related field is required for this role.
Proficiency in maintaining and organizing documentation, including schedules, invoices, and reports, ensuring easy access and compliance with record retention policies.
Knowledge of cleaning techniques, appropriate use of cleaning agents, and equipment handling to maintain a hygienic and pleasant environment.
Skilled in using SAP to process vendor invoices, monitor payment statuses, and ensure timely settlements.
Experience with raising and approving purchase orders within SAP systems, ensuring accuracy and compliance with company procurement policies is a plus.
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