Facilities & Administration Executive

Softlink Global Overview:

Softlink Global is rapidly expanding, showcasing significant growth as a premier software product company from India. With a robust global footprint and users in over 45 countries, catering to more than 4,500+ logistics & freight companies, Softlink aims to drive efficiency & productivity with latest innovative and superior software solutions to overcome logistics and supply chain challenges globally.

Position Overview:

We are seeking a proactive and detail-oriented Facilities & Administration Executive to manage daily administrative operations in our Mumbai offices. This role involves procurement, vendor coordination, budget oversight, audits, facility maintenance, security, housekeeping, and compliance among other administrative responsibilities. The ideal candidate will ensure the smooth functioning of office operations while optimizing costs and efficiency.

1. Procurement & Vendor Management

• Oversee procurement of office supplies, pantry utilities, cleaning equipment, and stationery.
• Evaluate and negotiate with vendors for cost-effective contracts and service agreements.
• Maintain relationships with key suppliers and ensure timely delivery of materials.

2. Budget & Commercial Management

• Assist in budget planning for administrative expenses, ensuring cost control and efficient resource allocation.
• Track office-related expenditures and generate reports for management review.
• Process vendor invoices and payments in coordination with the accounts team.

3. Facility & Maintenance Oversight

• Supervise daily facility maintenance, including electrical, plumbing, air conditioning systems.
• Ensure periodic servicing of critical equipment and infrastructure.
• Work closely with building management for maintenance, compliance-related requirements.

4. Security & Housekeeping Management

• Oversee housekeeping staff, ensuring cleanliness across workstations, meeting rooms, pantry, and washrooms.
• Implement and monitor SOPs for housekeeping and security staff.
• Ensure compliance with safety protocols and coordinate periodic security audits.

5. Audits & Compliance

• Conduct facility / safety audits to ensure company policies and local regulations compliance.
• Oversee fire safety arrangements, training sessions, and emergency preparedness drills.
• Manage waste disposal and ensure adherence to environmental compliance norms.

6. Travel & Logistics Support

• Manage employee travel bookings, including flights, hotels, and transportation.
• Maintain records of travel expenses and ensure cost-effective arrangements.

7. Internal Office Coordination

• Assist in planning and coordinating internal office events, including logistics, venue arrangements, and materials.
• Act as a point of contact for all administrative queries from employees.

Ideal Candidate Requirements:

• Bachelor's degree in Business Administration, Facilities Management, or a related field.
• 2-4 years of experience in administration, office management, facilities coordination.
• Ability to multitask and manage time effectively in a dynamic work environment.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Good communication skills for interaction with internal teams, vendors, and contractors.