Facility Executive, Soft Services

Location: Prakāshamnagar

Responsibilities
Monitoring of Housekeeping related activities
Arrangement of all consumables and supplies for Client / any visits
Preparing the Daily/Weekly and Monthly reports
Interacting with the service & supply vendors.
Undertake daily facility rounds and find out snags and raising proactive tickets for the same
Effectively manage service provider teams to ensure an on time deliverable system.
Routinely Inspect all services to ensure performance measures are being maintained and make the service score cards.
Indenting the requirements with suppliers.
Pest control management.
Indoor plant management
Conduct weekly physical inventory for stock management and raise IMT requests
Monitoring Corrigo tickets for closure.
Track vendor staff attendance
Coordinate & support office renovation and refurbishment activities
Support Asst. Facility manager to forecast the regular & monthly spends for the month and adhere to the same
Support in procurement process for regular and ad hoc soft services activities
Keep a track of contract renewals and support Asst. Facility manager for the renewal process for principle vendors
Coordinate with the vendors to receive monthly invoices on time.
Coordinate for quarterly NDCs for principle and non principle vendor.
Provide a training to the onsite team equipments procedure & implementation
Recommend continuous quality improvement practices
Training for vendor staff to be planned on monthly basis
Client/Stakeholder Management
Proactively engage stakeholders to ensure that on site clients expectations are met though high levels of customer service
Build and develop effective client / stakeholder relationships across multiple levels of the organization
Proactively understand the customers/ employees needs and act on them before being requested
Maintain high standards of housekeeping of facility
Improvements in the office aesthetics and operations as per need
Finance Management
Accurate billing and invoicing
Adherence to the monthly forecast
Invoice management.
Procurement & Vendor Management
Work on getting quotations as per site need
Sharing indents for monthly material supply
Zero out of stock situation
Other Key Activities
Collecting all documents from the vendor for compliance audit
Developing interesting & fun user engagement activities
Signage / Poster making for site awareness.
Managing ad hoc vendors.
Key Performance Measures
Compliance with service provision as detailed in the contract.
Compliance with the Health and Safety responsibilities.
High Customer Satisfaction rating as measured in regular surveys.
Compliance with Best Practice documentation.
Pursue continuous improvement
Reporting requirement
Prepare and collate IFM reporting as required and on a timely basis.
Prepare and collate Finance report as required and on a timely basis.
Prepare, track vendor cost as required for reporting.
Requirements
Any Graduate with 2+ yrs of min exp in facility management
Personal Effectiveness
Provide an effective contribution to the teams delivery.
Contributes via regular feedback, to the overall performance of the delivery team.
Works towards individual targets, monitor and manages individual performance.
Proactive and self-starter & Team player.