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Executive, Facilities and Administration

  • Your Profile will be kept confidential

  •    Mumbai
  •    Experience : 2 years
  •    Job ID : SHM/26/348
  •   Salary : As per market standard

Openings : 1

Job Description


Job Overview

We are looking for an organised and proactive Executive – Facilities and Administration to manage front desk operations, office facilities, administrative activities, vendor coordination, and workplace maintenance. The ideal candidate should have strong communication, coordination, and interpersonal skills to ensure smooth day-to-day office operations.

This role is suitable for professionals seeking facilities and administration jobs, office administration jobs, or front office executive positions.

 

Key Responsibilities

  • Front Desk Management: Welcome visitors, manage appointments, answer incoming calls, maintain visitor records, and coordinate meetings.
  • Office Administration: Maintain office files, job records, vendor documentation, courier dispatches, and incoming mail records.
  • Facilities Management: Coordinate office maintenance, equipment repairs, housekeeping, security staff, and facility upkeep.
  • Vendor Coordination: Schedule Annual Maintenance Contract (AMC) and Planned Preventive Maintenance (PPM) visits with service providers.
  • Procurement and Inventory: Monitor office supplies, manage inventory, place orders, and arrange catering and refreshments.
  • Office Infrastructure: Ensure the cleanliness of common areas, maintain coffee machines and first-aid supplies, and coordinate office vehicle servicing and insurance.
  • Utility Management: Coordinate office utility bill payments and maintain contact details for staff, service providers, and vendors.
  • Employee and Candidate Support: Send general employee communications and maintain candidate feedback records.

 

Requirements and Qualifications

  • Bachelor’s degree in any discipline.
  • Minimum 2 years of experience in facilities management, office administration, or a similar role.
  • Strong communication and interpersonal skills.
  • Good organisational, coordination, and record-keeping abilities.
  • Ability to coordinate with vendors, housekeeping staff, security personnel, and other stakeholders.
  • Familiarity with office supplies management, facility maintenance, and administrative documentation.

 

About the Role

The Executive – Facilities and Administration will play an important role in maintaining an organised, efficient, and welcoming workplace. The position involves managing front desk activities, coordinating office services, maintaining records, and supporting daily administrative and facilities operations.





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