Executive Facility - Soft Service

• *Job Title**

Executive Facility \- Soft Service**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”