Senior Executive Facilities

Description

• Monitor daily attendance of vendor employees and housekeeping staff
• Ensure strict adherence to Standard Operating Procedures for stationery management, midnight snacks, material movement, and other operational processes
• Manage inventory control for all facility-related items
• Take full operational responsibility for the site during assigned shifts
• Provide relief support across Facilities & Administration teams including Client Interface Administrator, Facilities Administrator, and Facilities Officer roles as needed
• Manage training programs and reporting for support staff including Housekeeping, Dispatch, Pantry, and Cafeteria personnel
• Monitor vending machines and photocopier readings regularly
• Supervise Mailroom processes and provide escalation support as needed
• Prepare daily snag lists in soft copy format and coordinate with Building Management Systems and housekeeping teams for issue resolution
• Provide critical support to the Site Manager to ensure all operational items are completed within agreed timeframes
• Handle client billing, invoicing, and payment follow-up activities
• Monitor and maintain adequate consumable stock levels on-site, reporting shortfalls to the Site Lead
• Assist with comprehensive site audits and floor walks across the entire client premises
• Maintain accurate billing tracker records
• Ensure reception areas are properly maintained with current newspapers and magazines
• Process invoices for payment following proper approval workflow from Client/Facilities Manager before submission to MIS and billing departments
• Provide management guidance to Helpdesk for escalated issues and ensure immediate response to priority calls
• Arrange consumables and supplies for client and VIP visits, coordinate boardroom bookings for meetings and conferences, and brief reception staff accordingly
• Prepare weekly shift and duty rosters for Helpdesk, Front Desk, and Mailroom operations
• Conduct regular facility rounds to coordinate with Housekeeping and Maintenance teams, keeping the Manager updated on site status
• Maintain detailed log books and document follow-up tasks for subsequent shifts, sharing updates with the Facilities Manager each shift
• Coordinate daily arrangements with facilities helpdesk
• Oversee Front Office functions during assigned shifts, ensuring visitors receive prompt attention
• Tabulate site defects identified during audits and establish realistic deadlines for remediation
• Track all housekeeping, pantry, and stationery consumables to ensure timely reordering
• Maintain liaison with client Finance teams for billing coordination

Requirements

• Experience with billing and invoicing processes
• Bachelor's degree in any discipline required
• Proficiency in inventory management systems
• Proven experience working with multinational corporate organizations
• Demonstrated ability to initiate and successfully execute improvement initiatives
• Strong written and verbal communication skills
• Knowledge of health and safety compliance requirements
• Strong ability to adapt and perform effectively under pressure
• Excellent interpersonal skills with demonstrated ability to build rapport quickly
• Proven track record of functioning effectively within team environments
• Minimum 3-4 years of experience in corporate environment
• Understanding of building management systems and maintenance scheduling

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance