Facility Executive

vivo; Gurugram District; On-site; INR 360,000 - 520,000; Full time

Job summary

vivo in Gurgaon is seeking a proactive Admin Operations & Facilities Executive to manage day-to-day administration and facility operations, covering soft services, housekeeping, vendor coordination, and employee support. The role requires 2-5 years of hands-on experience, a graduate degree, strong communication, organization, and MS Office proficiency.

You will oversee housekeeping staff, manage inventories, coordinate vendors, and support events and MIS reporting.

Qualifications

• Graduation from a recognized university is required.
• 2–4 years hands-on experience in soft services, housekeeping, or facilities management.
• Experience in vendor coordination and office administration.
• Good communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Knowledge of housekeeping chemicals, dusting protocols, and cleaning standards.
• Ability to work independently and collaboratively.
• Positive attitude with willingness to learn.

Responsibilities

• Manage soft services including housekeeping, pantry, security, pest control, and waste management.
• Supervise housekeeping staff deployment, work allocation, and quality standards.
• Conduct regular facility walk-throughs to ensure cleanliness and hygiene.
• Manage inventory of housekeeping consumables, toiletries, and pantry supplies.
• Implement cleaning schedules, dusting protocols, and chemical usage as per safety standards.
• Coordinate with vendors for office supplies, facility services, and maintenance.
• Obtain quotations, negotiate commercial terms, and monitor vendor SLA compliance.
• Maintain records of company assets including furniture, equipment, and IT assets.
• Conduct periodic asset verification and physical audits.
• Assist in workstation setup, employee seating, and access card issuance.
• Support office events, meetings, and training logistics.
• Prepare daily, weekly, and monthly MIS reports on facility operations and expenses.
• Maintain records of vendor invoices, compliance documentation, and SOPs.
• Ensure facility operations meet health, hygiene, and safety regulations.

Skills

Vendor coordination

Communication skills

Organizational skills

Multitasking

Teamwork

Independence

MS Excel

Education

Graduate from a recognized university

Tools

MS Excel

MS Word

MS PowerPoint

Job description

Job Title: Admin Operations & Facilities Executive

Department: HR & Admin

Location: Gurgaon

Employment Type: Full-time / Third-party Payroll

Experience: 2-5Years

About the Role:

We are looking for a proactive Admin Operations & Facilities Executive to manage day-to-day administration and facility operations. The role involves soft services, housekeeping, vendor coordination, workplace operations, and employee support.

Key Responsibilities:

• 1. Manage soft services including housekeeping, pantry, security, pest control, and waste management.
• 2. Supervise housekeeping staff deployment, work allocation, and quality standards.
• 3. Conduct regular facility walk-throughs to ensure cleanliness and hygiene.
• 4. Manage inventory of housekeeping consumables, toiletries, and pantry supplies.
• 5. Implement cleaning schedules, dusting protocols, and chemical usage as per safety standards.
• 6. Coordinate with vendors for office supplies, facility services, and maintenance.
• 7. Obtain quotations, negotiate commercial terms, and monitor vendor SLA compliance.
• 8. Maintain records of company assets including furniture, equipment, and IT assets.
• 9. Conduct periodic asset verification and physical audits.
• 10. Assist in workstation setup, employee seating, and access card issuance.
• 11. Support office events, meetings, and training logistics.
• 12. Prepare daily, weekly, and monthly MIS reports on facility operations and expenses.
• 13. Maintain records of vendor invoices, compliance documentation, and SOPs.
• 14. Ensure facility operations meet health, hygiene, and safety regulations.

Requirements:

• 1. Graduate from a recognized university.
• 2. 2 to 4 years of hands-on experience in soft services, housekeeping, or facilities management.
• 3. Experience in vendor coordination and office administration.
• 4. Good communication and interpersonal skills.
• 5. Strong organizational and multitasking abilities.
• 6. Proficiency in Microsoft Excel, Word, and PowerPoint.
• 7. Knowledge of housekeeping chemicals, dusting protocols, and cleaning standards.
• 8. Ability to work independently and collaboratively.
• 9. Positive attitude with willingness to learn.

Preferred:

• 1. Diploma or Degree in Hotel Management, Facilities Management, or Business Administration.

Key Performance Indicators:

• 1. Managing housekeeping and soft services across the office premises.
• 2. Maintaining inventory of consumables and ensuring timely replenishment.
• 3. Vendor coordination and SLA compliance monitoring.
• 4. Asset tracking and inventory verification.
• 5. MIS reporting and documentation accuracy.
• 6. Cost optimization and budget adherence.