Facility Executive Soft

Key Responsibilities:

Facility Operations & Maintenance:

• Monitor housekeeping activities and ensure facilities are well-maintained.
• Conduct daily facility rounds, identify snags, and raise tickets proactively.
• Manage consumables and supplies for the client and visits.
• Maintain indoor plants and pest control schedules.
• Track and monitor vendor staff attendance and performance.
• Support office renovation and refurbishment activities.

Vendor & Procurement Management:

• Engage and coordinate with service and supply vendors for timely deliverables.
• Monitor contract renewals and assist in the vendor renewal process.
• Collect vendor documentation for compliance audits.
• Procure materials and services as per site needs, ensuring zero stock-outs.
• Conduct quarterly NDCs (Non-Disclosure Certifications) for principal and non-principal vendors.

Client & Stakeholder Management:

• Proactively engage with stakeholders to meet client expectations and enhance customer service.
• Maintain high facility standards and improve office aesthetics.
• Develop effective relationships across multiple levels of the organization.

Finance & Reporting:

• Support monthly spend forecasting and budget adherence.
• Ensure accurate billing, invoicing, and vendor cost tracking.
• Prepare daily, weekly, monthly, and finance reports.
• Track and report vendor performance and service compliance.

Training & Continuous Improvement:

• Provide training for onsite staff on equipment procedures and service implementation.
• Plan monthly training for vendor staff.
• Recommend and implement continuous quality improvement practices.
• Develop user engagement activities and awareness signage.

Key Performance Measures:

• Compliance with service contracts and health & safety standards.
• High customer satisfaction ratings.
• Adherence to best practice documentation.
• Demonstrated pursuit of continuous improvement.