Job Title: Facility & Administration Executive
Reporting to: Senior Manager - Facility Management Schedule: Six-day work week (Monday to Saturday), Work from Office
Job Purpose
The resource is responsible for day-to-day office administration and the overall maintenance of the office premises. This includes managing repairs for plumbing, carpentry, civil works, and HVAC systems. A primary focus is ensuring the company utilizes high-quality vendors at the most efficient costs, replacing them when necessary to meet or exceed company standards. The role also encompasses general administrative duties as required by the premises.
Principal Accountabilities
Contract & Vendor Management
Ensure all office equipment is covered under Annual Maintenance Contracts (AMC) and operating optimally.
Establish and maintain agreements with vendors for quick and efficient repairs.
Supervise on-site maintenance activities to ensure vendors use agreed-upon standard products and meet service levels.
Enforce company safety standards, including Permit To Work, Tool Box Talks, and Safety Scans.
Review vendor service reports and implement recommended actions promptly.
Map product lifecycles to process replacements before equipment reaches end-of-life.
Technical Facility Management
Oversee the daily functioning of the Building Management System (BMS), Fire Safety systems, and HVAC units.
Conduct daily physical checks of the BMS room, Fire Safety Panels, PA systems, and critical equipment like PAC, UPS, and AHUs.
Perform regular testing of the Novec fire suppression system.
Maintain and update Work Instructions for all technical systems (BMS, Novec, etc.).
Manage furniture inventory and source vendors for upkeep and repairs.
Maintain and schedule testing for specialized equipment such as CO2 and Lux meters.
General Administration & Operations
Manage waste and scrap disposal processes.
Handle procurement for new office requirements, equipment, and materials.
Oversee Guest House management and coordinate office parties or banquets.
Manage pest control schedules and performance.
Liaise with external agencies, including local authorities, police, fire brigade, and unions.
Documentation & HSSE (Health, Safety, Security, Environment)
Maintain all documentation required for ISO audits (9001, 14001, 45001, and 50001).
Track monthly electricity and water consumption for HSSE reporting and improvement initiatives.
Submit half-yearly Form B to the Fire Safety Department.
Maintain trackers for AMCs, service dates, and fire extinguisher hydrotesting/refilling.
Manage a "Snag List" to ensure all faults are repaired within set timelines.
Ensure timely processing and submission of vendor invoices.
Manage the Mock Drill Calendar and train all vendors (Cafeteria, Security, Housekeeping) on emergency roles.
Skills and Knowledge
Education: Must hold a Diploma or Degree in Electrical or Mechanical Engineering.
Experience: Preference for candidates from IT/ITES or large corporate backgrounds.
Technical Skills: Hands-on experience with BMS, fire safety equipment, and safety protocols.
Soft Skills: Excellent oral and written communication; proactive and positive approach.
Attributes: Quick learner with a "hands-on" attitude toward problem-solving and safety.
