Facility & Admin Executive

e2E Rail; Burlington; On-site; CAD 60,000 - 80,000; Full time

Job summary

A railway project management company is seeking a Facility & Administration Executive to manage daily administrative and facility operations in Burlington. Responsibilities include vendor coordination, office maintenance, documentation, and ensuring compliance with safety standards. The ideal candidate has a bachelor's degree in Business Administration and 2–5 years of relevant experience in facility roles. Proficiency in MS Office is required, and familiarity with ERP systems is preferred.

Qualifications

• 2–5 years of experience in admin/facility roles, preferably in infrastructure, construction, or railway projects.
• Knowledge of facility operations, vendor management, and administrative processes.

Responsibilities

• Oversee housekeeping, hygiene, and overall upkeep of office/site premises.
• Manage office supplies, stationery, and maintain consumption records.
• Identify and coordinate with vendors for housekeeping and facility requirements.

Skills

Vendor management

Facility operations

MS Office proficiency

Education

Bachelor’s degree in Business Administration, Commerce, or Arts

Tools

ERP systems

Job description

Job Title: Facility & Administration Executive

Department: Administration / Facilities Management

Location: Bangalore

Experience: 2–5 Years

Qualification: Graduate in any discipline

Job Summary

The Facility & Administration Executive is responsible for managing day-to-day administrative, facility management, and site support operations to ensure smooth functioning of office/site activities. The role includes vendor coordination, office maintenance, documentation, housekeeping supervision, travel arrangements, and ensuring compliance with organizational standards.

Roles And Responsibilities

Facility Management

• Oversee housekeeping, hygiene, and overall upkeep of office/site premises.
• Ensure regular maintenance of office infrastructure (electrical, plumbing, furniture, equipment, etc.).
• Monitor functioning of utilities such as electricity, water supply, gensets, and AC units.
• Maintain AMC schedules and coordinate with vendors for timely servicing and repairs.
• Ensure safety, security, and cleanliness of office/store/worksite areas.

Administration & Operations

• Manage office supplies, stationery, pantry items, and maintain consumption records.
• Coordinate travel, accommodation, and logistics arrangements for employees and visitors.
• Maintain attendance registers, visitor logs, asset registers, and other admin documentation.
• Support onboarding of new employees at the site (ID cards, seating, induction essentials).
• Track admin expenses, prepare MIS reports, and support budget monitoring.
• Ensure adherence to company policies and administrative procedures at the site.

Vendor Management

• Identify and coordinate with vendors for housekeeping, security, transportation, and facility requirements.
• Verify vendor bills, monitor service quality, and support contract renewals.
• Assist in procurement of admin-related materials/services as per requirement.

Compliance & Safety

• Ensure statutory and safety compliance at the site (fire safety, PPE tracking, emergency preparedness).
• Support audits related to facilities, admin documentation, and compliance checks.
• Maintain records of agreements, licenses, maintenance logs, and inspection reports.

Support Activities

• Coordinate internal events, meetings, and site visits.
• Assist project teams with admin-related assistance and documentation.
• Provide general support for internal communication, letters, and notices.

Qualifications

• Bachelor’s degree in Business Administration, Commerce, Arts, or an equivalent discipline.
• 2–5 years of experience in admin/facility roles, preferably in infrastructure, construction, or railway projects.
• Knowledge of facility operations, vendor management, and admin processes.
• Proficiency in MS Office (Word, Excel, Outlook); familiarity with ERP systems is an added advantage.