Facility Executive - soft services

We are seeking a detail-oriented and proactive Facilities and Administrative Support Specialist to join our team. The ideal candidate will be responsible for managing a wide range of administrative tasks and providing excellent support to ensure smooth operations of our office facilities.

Key Responsibilities:

Helpdesk Management:

• Answer helpdesk calls and emails, providing professional and polite guidance to employees.
• Follow up on service requests and ensure timely completion.

Facility Coordination:

• Coordinate with internal teams for meeting arrangements, including AV equipment setup.
• Manage access card activation/deactivation and special requests with BMS room.
• Oversee pantry and stationery supplies, including monthly indents and food coupon orders.

Event Management:

• Plan and coordinate internal events, trainings, town halls, and team meetings.
• Arrange pantry services, packed lunches, or buffet setups for events as required.

Administrative Support:

• Assist with general administrative activities as needed.
• Manage lost and found items and maintain records.
• Issue new joiner kits, Sodexo cards, food coupons, and vehicle passes.
• Prepare covering letters and invitation letters for business travel.

Vendor Management:

• Coordinate with service partners (Terrier, CIEL, Timesol, Medifit, Printfield) for invoice submissions and payments.
• Verify service partner attendance and ensure timely salary payments.
• Maintain and update background verification records for service partners.

Compliance and Reporting:

• Support NON GSC site compliance and improve overall compliance scores.
• Contribute to Monthly Management Reports.
• Assist with Innovare compliance, including pre-mock audits and document submissions.

Inventory Management:

• Conduct monthly stationery and pantry stock audits.
• Update stationery and pantry stock on a daily basis.

Miscellaneous:

• Manage exit employee details and update NDC.
• Oversee weekend deep cleaning activities and report to managers.
• Book meeting rooms as requested by employees.
• Support offsite events as per client requirements.
• Prepare invoices for packed lunches and ODC orders.

Qualifications:

• Bachelors degree in Business Administration, Facility Management, or related field.
• 2-3 years of experience in a similar role, preferably in a corporate environment.
• Excellent organizational and multitasking skills.
• Strong communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and as part of a team.
• Customer-service oriented with a problem-solving attitude.

This position offers an opportunity to play a crucial role in maintaining efficient office operations and providing exceptional support to our employees. If you are a detail-oriented individual with strong administrative skills and a passion for creating a positive work environment, we encourage you to apply.