Facilities Executive

The Executive - Facilities is responsible for the smooth processing of the profiles managed by him in the Mumbai office. The role is of importance as some of the deliverables are quite critical and therefore demands multitasking and delivering on time.
Reporting to the Team Leader in Mumbai, the Facilities Executive will be responsible for a gamut of facilities and administration activities as mentioned below.

Responsibilities include (but are not limited to):

Overlooks and ensures the below mentioned services are fully functional to meet business needs and continuity, which include - Travel-desk (Hotel & Flight bookings and Visa arrangement, booking vehicles for employees as-and-when required), AC maintenance, manage Housekeeping and Security Guard services, Telephone and Utilities, Fire Safety system, Policies and Guidelines on company’s Intranet, ensuring Support Tickets on Help Desk are attended to, and resolved as per defined SLA.

• Coordinate with the hotel, Air travel and transport vendors to make reservations based on the
requests received on Help Desk. Assist the employee travelling outside India in getting their Visa’s
processed. Maintain details of the number of reservations made in a month and the cost spent on
them.

• Coordinate with the AC vendor on getting the schedule maintenance done on time and if there is any
issue with the AC’s before the next scheduled maintenance date. Maintain a work report after each
activity.

• Ensure timely cleaning of office area and washrooms to avoid any hygiene related issues. Discuss
with the Housekeeping Supervisor about the weekly/monthly shift rosters and leave planned for their
team and any concerns related to the cleaning, grooming, training, shortage of manpower, overall
Housekeeping services, and maintaining stock of toiletries.

• Ensure the Guards are available on the check points as per the requirement. Discuss with the
Supervisors about the weekly/monthly shift rosters and leave planned for their team and any
concerns related to the office security, grooming, training on procedures, and ensure there is no
shortage of manpower..

• Ensure all telephone lines and mobile SIM cards are in working condition. Maintain report with the
names of Department and the person who is handed over the company mobile phone and SIM card.

• Ensure timely maintenance of Land and Modular Fire Extinguishers, Smoke detectors, Water
sprinklers and Fire panels. Maintain a report with the details of expiry dates of each extinguishers and
get them refilled as and when required.

• Is responsible to modify and/or update new Facilities Policies and Guidelines on company wiki pages
as and when required and approved by the Line Manager.

• Provide information required for operational projects by sharing the project related data and reports.
Also manages the services required to deliver SLA’s and support, using the available tools(Help Desk,
company Intranet, Google sheets etc) in the company.

• Supervise the activities carried out by Office boys, House keeping staff, Security Guards, Auto Drivers
and vendors. Manage the resources efficiently.

• Manage tickets raised by employees on Help Desk and also raise a self-ticket for all the activities
managed by him on daily basis which are required to deliver SLA’s and support.

• Communicate regularly, keeping stakeholders informed as to what you are working on, what the
status is, and the time-lines for deliverables.

• Prepare and maintain profile related reports and cost comparisons required for procurement or
products/services.

• Completes initial stage of negotiations with the vendors and try to get the best prices and quality for
services and materials used by staff and the Facilities.

• Manage good relationship with Internal (other operational departments for support processes) and
external stakeholders (vendors).