Executive Facility - Soft

Job Title

• Executive Facility
• Soft

**Job Description Summary Job Description

Executive - Facility:

**The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.**Staff & Attendance Management

**Approve the attendance of sub-staff.**Implement and monitor R&R (Rewards & Recognition) programs for sub-staff.**Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.**Oversee timely clearance of salaries.Invoice & Financial Management

**Ensure invoices are submitted to ABS before the 5th of every month.**Submit invoices to the client immediately upon receipt.**Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.**Review invoices to ensure costs remain within budgetary guidelines.**Generate and present POs for approval and payment, in consultation with Procurement Standards.**Ensure timely clearance of vendor invoices.Reporting & Reviews

**Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.**Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.Procurement & Vendor Management

**Generate new service requests and issue them to vendors (via Asset Infinity).**Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.**Negotiate with current vendors for better rates during contract renewals.**Formulate and maintain vendor agreements in consultation with Procurement Standards.Pantry & Housekeeping Management

**Monitor usage of pantry and housekeeping products.**Track and minimize wastage.**Reorder pantry and housekeeping products as per defined stock levels.**Workplace & Desk Management

**Maintain a tracker for allotted and total desks.**Allocate desks to new joiners in coordination with HR and team managers.**Reallocate desks from employees exiting the firm.**Events & Cultural Support

**Manage decorations and event arrangements as per Cultural Team requests (C&W).**Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin.**Procure goods and stationery for attendees, in consultation with Procurement Standards.**Compliance & SOPs

**Ensure SOPs and checklists are followed and maintained as per C&W standards.**Maintain a comprehensive list of physical assets against Fixed Assets Register.**Ensure DA compliance and vendor adherence to statutory requirements.**Meetings & Coordination

**Attend C&W Managers’ meetings on MS Teams (mandatory).**Act as liaison between client, Procurement, and service vendors.Manage ad-hoc tasks as per client requirements.

• Graduate (Facility Management / Business Administration preferred).
• 4–6 years of experience in facilities management, property management, or related field.
• Strong communication and interpersonal skills.
• Good knowledge of facility operations.
• Ability to handle multiple stakeholders and vendor coordination.
• Problem-solving and decision-making skills.
• ***Proficiency in MS Office.*Executive - Facility

**The Facility Executive will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.**Staff & Attendance Management

**Approve the attendance of sub-staff.**Implement and monitor R&R (Rewards & Recognition) programs for sub-staff.**Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval.**Oversee timely clearance of salaries.Invoice & Financial Management

**Ensure invoices are submitted to ABS before the 5th of every month.**Submit invoices to the client immediately upon receipt.**Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts.**Review invoices to ensure costs remain within budgetary guidelines.**Generate and present POs for approval and payment, in consultation with Procurement Standards.**Ensure timely clearance of vendor invoices.Reporting & Reviews

**Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month.**Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.Procurement & Vendor Management

**Generate new service requests and issue them to vendors (via Asset Infinity).**Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards.**Negotiate with current vendors for better rates during contract renewals.**Formulate and maintain vendor agreements in consultation with Procurement Standards.Pantry & Housekeeping Management

**Monitor usage of pantry and housekeeping products.**Track and minimize wastage.**Reorder pantry and housekeeping products as per defined stock levels.**Workplace & Desk Management

**Maintain a tracker for allotted and total desks.**Allocate desks to new joiners in coordination with HR and team managers.**Reallocate desks from employees exiting the firm.**Events & Cultural Support

**Manage decorations and event arrangements as per Cultural Team requests (C&W).**Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin.**Procure goods and stationery for attendees, in consultation with Procurement Standards.**Compliance & SOPs

**Ensure SOPs and checklists are followed and maintained as per C&W standards.**Maintain a comprehensive list of physical assets against Fixed Assets Register.**Ensure DA compliance and vendor adherence to statutory requirements.**Meetings & Coordination

**Attend C&W Managers’ meetings on MS Teams (mandatory).**Act as liaison between client, Procurement, and service vendors.Manage ad-hoc tasks as per client requirements.

• Graduate (Facility Management / Business Administration preferred).
• 4–6 years of experience in facilities management, property management, or related field.
• Strong communication and interpersonal skills.
• Good knowledge of facility operations.
• Ability to handle multiple stakeholders and vendor coordination.
• Problem-solving and decision-making skills.
• Proficiency in MS Office.

INCO: “Cushman & Wakefield”