Facilities Executive-Soft Services

Roles and Responsibilities :

• To provide administrative support to the Facilities Management team .
• To ensure timely and accurate completion FM reports.
• Be accessible for escalation of all FM related issues .
• Oversee the Helpdesk work process which include closure & TT.
• Provide management advice to Helpdesk operators for escalated issues and keep track of recurrent issues and provide solution so that the same should not repeated.
• Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift
• Oversee the Mailroom process Capture and document information on cost savings and provide reports whenever required
• Take rounds of the areas within the campus ensure that they are maintained to its higher standard of spoken inside the building the for housekeeping and upkeep.
• Oversee the Housekeeping Services.
• Keep tracker of the overall service delivery assessment of HK vendor.
• Ensure Coordination meetings with vendor for resolution of service issues.
• Ensure that the quality and quantity of the food supplies are meeting the requirements.
• When the food supplies run out, escalate the matter to the caterers management immediately and make swift alternate arrangements. In such a scenario communicate with the users and provide alternate solutions and appease them.
• Overall coordination with all service providing vendors.
• Take rounds of the spaces with in the facility regularly to identify issues in Housekeeping, Maintenance, Cafeteria etc and initiate immediate rectification actions
• Prepare weekly shift rosters for Helpdesk, Front Desk and Mailroom and communicate in advance to the staff and transport division.

what we are looking for:

Operational Risk Management

• Update and implement Emergency Response plan; drills etc as required
• After office hours Facilities assistance response
• Operational Audits and Compliance.
• Escalation of Incidents/Problems

Performance objectives

• Meet or exceed best practice improvising of services through contracts
• Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.
• Effective management of the team.
• Overall client satisfaction by achieving SLA targets.
• Timely resolution of helpdesk complaints.
• Effective team coordination of direct and vendor staff for efficient service delivery

Key skills

• Will have responsibility for the management of a wide range of issues. Managing, day-to-day operations.
• Relieving Facility Managers on his Leave days.
• Will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures.
• Well-groomed and presentable all the time.
• Good communication Skills