Senior Executive Facilities

Position Overview

We are seeking a proactive Facilities Executive to provide comprehensive support to the Site Manager in ensuring seamless facility operations and client service delivery. This role requires a detail-oriented professional who can manage multiple operational responsibilities while maintaining high service standards across all facility functions.

Key Responsibilities

Operational Support & Management

Provide critical support to the Site Manager to ensure all operational items are completed within agreed time frames
Take full operational responsibility for the site during assigned shifts
Conduct regular facility rounds to coordinate with Housekeeping and Maintenance teams, keeping the Manager updated on site status
Prepare daily snag lists in soft copy format and coordinate with Building Management Systems and housekeeping teams for issue resolution

Team Support & Coverage

Provide relief support across Facilities & Administration teams including Client Interface Administrator, Facilities Administrator, and Facilities Officer roles as needed
Manage training programs and reporting for support staff including Housekeeping, Dispatch, Pantry, and Cafeteria personnel
Prepare weekly shift and duty rosters for Helpdesk, Front Desk, and Mailroom operations
Monitor daily attendance of vendor employees and housekeeping staff

Quality Assurance & Compliance

Assist with comprehensive site audits and floor walks across the entire client premises
Tabulate site defects identified during audits and establish realistic deadlines for remediation
Ensure strict adherence to Standard Operating Procedures for stationery management, midnight snacks, material movement, and other operational processes
Maintain detailed log books and document follow-up tasks for subsequent shifts, sharing updates with the Facilities Manager each shift

Client Relations & Administrative Tasks

Process invoices for payment following proper approval workflow from Client/Facilities Manager before submission to MIS and billing departments
Maintain liaison with client Finance teams for billing coordination
Handle client billing, invoicing, and payment follow-up activities
Arrange consumables and supplies for client and VIP visits, coordinate boardroom bookings for meetings and conferences, and brief reception staff accordingly

Inventory & Resource Management

Monitor and maintain adequate consumable stock levels on-site, reporting shortfalls to the Site Lead
Track all housekeeping, pantry, and stationery consumables to ensure timely reordering
Maintain accurate billing tracker records
Manage inventory control for all facility-related items
Monitor vending machines and photocopier readings regularly

Service Desk Operations

Oversee Front Office functions during assigned shifts, ensuring visitors receive prompt attention
Ensure reception areas are properly maintained with current newspapers and magazines
Provide management guidance to Helpdesk for escalated issues and ensure immediate response to priority calls
Coordinate daily arrangements with facilities helpdesk
Supervise Mailroom processes and provide escalation support as needed

Qualifications

Education & Experience

Bachelor's degree in any discipline required
Minimum 3-4 years of experience in corporate environment

Core Competencies

Proven experience working with multinational corporate organizations
Strong ability to adapt and perform effectively under pressure
Excellent interpersonal skills with demonstrated ability to build rapport quickly
Strong written and verbal communication skills
Proven track record of functioning effectively within team environments
Demonstrated ability to initiate and successfully execute improvement initiatives

Technical Skills

Proficiency in inventory management systems
Understanding of building management systems and maintenance scheduling

Experience with billing and invoicing processes
Knowledge of health and safety compliance requirements

This position offers the opportunity to play a crucial role in maintaining exceptional facility operations while developing broad expertise across multiple operational areas. The successful candidate will thrive in a dynamic environment where attention to detail, client service excellence, and operational efficiency are paramount.