Administration & Facility Executive/Supervisor

To ensure smooth functioning of the organization’s day-to-day administrative and facility operations by overseeing security, housekeeping, transport, travel, vendor management, and overall office upkeep while maintaining cost efficiency, safety, and compliance.

• Manage official travel, ticketing, hotel bookings, and logistics for employees and guests.
• Ensure timely maintenance and refilling of fire extinguishers and firefighting equipment.
• Conduct regular safety audits and maintain first-aid facilities.
• Plan and monitor cab/transport arrangements, driver rosters, fuel allocation, and vehicle maintenance.
• Implement emergency response plans and crisis preparedness initiatives.
• Process and verify bills/invoices for vendors and service providers.
• Manage petty cash, office expenses, and utility payments.
• Track insurance renewals, medi claim administration, and related documentation.
• Coordinate with security agencies and local law enforcement for effective security operations.
• Negotiate rate contracts, maintain AMC records, and ensure timely renewal and performance monitoring.
• Manage conference rooms, meeting arrangements, and office inventory (stationery, supplies, etc.).
• Oversee security arrangements, ensuring safe movement of men and material within and outside company premises.
• Assist in budgeting, cost control, and financial reporting for facility-related expenditures.
• Verify bills related to transport, vehicle rentals, and overtime claims.
• Drive environment management programs and maintain compliance with TS/ISO 14001 standards.
• Supervise housekeeping and office support staff to ensure cleanliness and hygiene across premises.
• Supervise canteen/cafeteria operations and ensure hygiene standards.
• Monitor access control and maintain records of visitors and materials.
• Handle mailroom activities – dispatch and receipt of courier/mail.
• Oversee office space utilization, utilities, and ensure cost-effective operations.
• Identify, evaluate, and onboard vendors for facilities, housekeeping, transport, and other administrative services.
• Ensure all office equipment, furniture, and appliances are in proper working condition.
• Oversee pest control, minor civil repairs, and maintenance of office infrastructure, equipment, and fixtures.

• Familiarity with ISO 14001 / EHS / Environment Management standards preferred.
• Working knowledge of MS Office and ERP systems.
• Problem-solving and crisis management
• Graduate in any discipline; a diploma/certification in Facility or Administration Management preferred.
• Strong organizational and coordination skills
• Good communication and interpersonal skills
• Hands-on experience in vendor management, housekeeping supervision, and transport coordination.
• Cost-conscious and detail-oriented
• Ability to multitask
• Negotiation and vendor management capability
• 3–7 years of relevant experience in administration, facilities, or general services.

At PEARCE, we are an equal opportunity employer dedicated to cultivating an inclusive environment that empowers employees to excel and make a meaningful impact, providing a dynamic space for field technicians, service specialists, and corporate professionals to flourish and propel their careers forward within our nationwide presence and expansive service offerings.