Facilities & Admin Executive

Job Summary:

The Facilities and Admin Executive is responsible for managing the day-to-day operations of the company’s facilities and administrative functions. This role ensures that the workplace runs smoothly, efficiently, and in compliance with company policies. The Facilities and Admin Executive will manage office maintenance, vendor relationships, safety protocols, and administrative support tasks while providing a comfortable and productive work environment for all employees.

Key Responsibilities:

• Facility Management:
• Coordinate day-to-day operations of the facility, including maintenance, repairs, and cleaning.
• Assist with the scheduling and oversight of routine maintenance activities, such as HVAC, plumbing, and electrical systems.
• Monitor building systems and equipment, reporting any issues
• Coordinate with external vendors for services such as cleaning, landscaping, security, and repairs.
• Assist with negotiating contracts and maintaining positive vendor relationships.
• Monitor vendor performance and ensure compliance with service level agreements.
• Vendor and Contract Management:
• Negotiate contracts with service providers and manage vendor relationships for office supplies, cleaning services, and other facility's needs.
• Ensure timely procurement and delivery of office supplies and equipment.
• Space Planning and Management:
• Assist with office space allocation, ensuring optimal use of available space.
• Coordinate moves, adds, and changes to workspace layouts as required.
• Maintain accurate records of space assignments and furniture inventory.
• Forecasting related to space requirements (Hybrid Requirement)
• Security and Safety Compliance

• Implement & Maintain Security Compliance
• Visitor & Access Management

• Reporting and documentation.

• Administrative Support:

• Provide administrative support to different departments, including handling mail, courier services, and document management.
• Oversee front desk operations and ensure a smooth visitor experience.
• Maintain and manage office equipment, including photocopiers, printers, and telecommunication systems.
• Travel desk – Handling Visa Documentation & Invitation Letters.
• Assist in coordinating employee engagement activities.

Qualifications:

• Bachelor's degree in business administration, Facility Management, or a related field.
• 5+ years of experience in facilities management, office administration, or a related role.
• Strong organizational and multitasking skills.
• Excellent communication and negotiation abilities.
• Knowledge of health and safety regulations.
• Experience in vendor management and contract negotiation.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Ability to work independently and collaboratively in a fast-paced environment.

Personal Attributes:

• Strong attention to detail and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Proactive and resourceful with excellent time management skills.
• Strong customer service orientation and team spirit