Facilities Supervisor

Job Title:Admin & Facility Executive

Department:Administration

Location: Domlur, Bengaluru

Reports To:HR & Administration Manager / Operations Head

Job Summary

The Admin & Facility Executive will be responsible for the overall administration, facility management, and housekeeping operations across three office buildings. The role ensures that all facilities are maintained in a safe, clean, and efficient manner while coordinating with vendors, housekeeping staff, maintenance teams, and internal stakeholders to provide a seamless workplace experience.

Key Responsibilities

Facility Management

• Oversee the day-to-day operations of all three office buildings.
• Ensure office infrastructure, workstations, meeting rooms, common areas, washrooms, and cafeterias are maintained to high standards.
• Conduct regular facility inspections and identify maintenance requirements.
• Coordinate preventive and corrective maintenance activities.
• Liaise with vendors for electrical, plumbing, HVAC, carpentry, pest control, DG, lift maintenance, fire safety, and other facility-related services.
• Ensure uninterrupted functioning of utilities including electricity, water supply, internet, and air conditioning.
• Maintain asset registers and facility records.

Housekeeping Management

• Supervise housekeeping staff across all buildings.
• Prepare housekeeping schedules and allocate responsibilities.
• Conduct daily inspections to ensure cleanliness and hygiene.
• Ensure washrooms, pantry, reception, and common areas are maintained as per company standards.
• Monitor housekeeping consumables and ensure timely replenishment.
• Address housekeeping-related complaints promptly.

Administration

• Manage office administration activities for all locations.
• Coordinate seating arrangements and office space utilization.
• Maintain inventory of office supplies, stationery, pantry items, and consumables.
• Coordinate courier, postal, and dispatch activities.
• Support office events, meetings, training sessions, and employee engagement activities.
• Coordinate visitor management and reception support when required.

Vendor Management

• Identify and onboard service vendors.
• Manage vendor contracts, renewals, and service agreements.
• Monitor vendor performance and ensure timely service delivery.
• Verify vendor invoices and coordinate with Finance for payment processing.

Safety & Compliance

• Ensure compliance with workplace health and safety standards.
• Conduct regular inspections of fire safety equipment and emergency exits.
• Coordinate annual maintenance contracts (AMCs).
• Support statutory audits related to facilities.
• Ensure compliance with company policies and local regulations.

Budget & Cost Control

• Monitor facility-related expenses.
• Maintain records of maintenance costs and service contracts.
• Recommend cost-saving initiatives without compromising service quality.

Employee Support

• Address employee requests related to facilities and administration.
• Resolve workplace issues promptly to ensure a positive employee experience.
• Coordinate office moves and workstation allocations.

Skills & Competencies

• Strong facility and housekeeping management skills
• Vendor management and negotiation
• Excellent organisational and planning abilities
• Problem-solving and decision-making skills
• Good communication and interpersonal skills
• Ability to manage multiple locations simultaneously
• Attention to detail
• Time management
• Proficiency in MS Office (Excel, Word, Outlook)

Qualification

• Bachelor's degree in Business Administration, Facility Management, or a related field.
• Diploma or certification in Facility Management is an added advantage.

Experience

• 3-6years of experience in Administration and Facility Management.
• Experience managing multiple office locations is preferred.
• Experience in handling housekeeping teams, vendors, AMCs, and office administration.

Key Performance Indicators (KPIs)

• Facility uptime and maintenance completion within SLA
• Housekeeping quality and cleanliness scores
• Vendor performance and SLA adherence
• Timely resolution of facility-related issues
• Office supply availability and inventory accuracy
• Budget adherence and cost optimisation
• Employee satisfaction with workplace facilities
• Compliance with safety and statutory requirements
• Preventive maintenance completion rate