Facility Executive

SAFE Refrigerations; Mumbai, Ambernath; On-site; INR 350,000 - 500,000; Full time

Job summary

SAFE Refrigerations in Ambernath, Maharashtra, is seeking a Facility Executive to handle day-to-day admin for factory and office, ensuring smooth operations, vendor coordination, asset management, and a clean, safe work environment.

The role requires 2–5 years of experience in administration, graduation, and knowledge of MS Excel/Word; you will coordinate security, housekeeping, maintenance, inventory, and events, while ensuring compliance with company policies.

Qualifications

• 2–5 years of experience in administration, preferably in a manufacturing company.
• Experience in factory administration, facility management, and vendor coordination.
• Good knowledge of MS Excel, MS Word, email communication, and documentation.
• Strong negotiation, coordination, and problem-solving skills.
• Ability to manage multiple tasks and coordinate with different departments.
• Knowledge of administrative budgeting, inventory control, and expense monitoring.

Responsibilities

• Manage daily administrative activities at the factory and office premises.
• Monitor housekeeping, cleanliness, pantry services, and hygiene standards.
• Coordinate repairs, maintenance, electrical, plumbing, and other facility-related requirements.
• Ensure availability of office supplies, stationery, drinking water, and other essential items.
• Coordinate meeting room arrangements, visitor management, and guest hospitality.
• Coordinate with security personnel for visitor entry, gate passes, vehicle entry, and material movement.
• Monitor security attendance, deployment, and daily activities.
• Ensure proper implementation of administrative rules and access-control procedures.
• Coordinate with the Safety Department for workplace safety and emergency preparedness.
• Coordinate with vendors for housekeeping, security, maintenance, pantry, and other services.
• Obtain quotations, compare prices, and seek approval before purchases.
• Follow up on purchase orders, service delivery, invoices, and payments with Accounts.
• Maintain vendor records, contracts, service agreements, and contact details.
• Maintain records of furniture, office equipment, IT assets, and other company properties.
• Monitor stock of stationery, pantry supplies, cleaning materials, and administrative consumables.
• Conduct periodic physical verification of administrative assets and inventory.
• Coordinate the issuance, return, repair, and replacement of company assets.
• Coordinate employee transportation, accommodation, and canteen facilities, wherever applicable.
• Manage arrangements for company events, meetings, celebrations, and employee welfare activities.
• Handle administrative complaints and resolve facility-related issues promptly.
• Maintain records of utility expenses, service bills, and administrative expenditure.
• Prepare daily, weekly, and monthly administrative reports for management.

Skills

Negotiation

Coordination

Problem-solving

Multi-tasking

Documentation

Budgeting

Inventory control

Expense monitoring

Vendor coordination

Education

Graduate degree

Diploma in Administration

Tools

MS Excel

MS Word

Email

Job description

JOB DESCRIPTION Facility Executive

Industry: Manufacturing

Department: Administration

Designation: Admin Executive

Experience: 2–5 Years

Qualification: Graduate in any discipline

Reporting To: Admin Manager / Management

Location : Ambernath

1. Job Purpose

To manage day-to-day administrative activities of the factory and office, ensuring smooth facility operations, effective vendor coordination, proper maintenance of company assets, and a safe, clean, and organized working environment.

2. Key Responsibilities

A. Facility & Office Administration

• Manage daily administrative activities at the factory and office premises.
• Monitor housekeeping, cleanliness, pantry services, and hygiene standards.
• Coordinate repairs, maintenance, electrical, plumbing, and other facility-related requirements.
• Ensure availability of office supplies, stationery, drinking water, and other essential items.
• Coordinate meeting room arrangements, visitor management, and guest hospitality.

B. Security & Safety Coordination

• Coordinate with security personnel for visitor entry, gate passes, vehicle entry, and material movement.
• Monitor security attendance, deployment, and daily activities.
• Ensure proper implementation of administrative rules and access-control procedures.
• Coordinate with the Safety Department for workplace safety and emergency preparedness.

C. Vendor & Purchase Coordination

• Coordinate with vendors for housekeeping, security, maintenance, pantry, and other services.
• Obtain quotations, compare prices, and seek approval before purchases.
• Follow up on purchase orders, service delivery, invoices, and payments with Accounts.
• Maintain vendor records, contracts, service agreements, and contact details.

D. Asset & Inventory Management

• Maintain records of furniture, office equipment, IT assets, and other company properties.
• Monitor stock of stationery, pantry supplies, cleaning materials, and administrative consumables.
• Conduct periodic physical verification of administrative assets and inventory.
• Coordinate the issuance, return, repair, and replacement of company assets.

E. Employee Facilities & General Administration

• Coordinate employee transportation, accommodation, and canteen facilities, wherever applicable.
• Manage arrangements for company events, meetings, celebrations, and employee welfare activities.
• Handle administrative complaints and resolve facility-related issues promptly.
• Maintain records of utility expenses, service bills, and administrative expenditure.
• Prepare daily, weekly, and monthly administrative reports for management.

3. Educational Qualification

• Graduate in any discipline.
• Diploma or certification in Administration / Facility Management will be an added advantage.

4. Required Experience & Skills

• 2–5 years of experience in administration, preferably in a manufacturing company.
• Experience in factory administration, facility management, and vendor coordination.
• Good knowledge of MS Excel, MS Word, email communication, and documentation.
• Strong negotiation, coordination, and problem-solving skills.
• Ability to manage multiple tasks and coordinate with different departments.
• Knowledge of administrative budgeting, inventory control, and expense monitoring.

5. Key Performance Indicators (KPIs)

• Timely resolution of facility and maintenance complaints.
• Effective control of administrative expenses.
• Proper maintenance of company assets and inventory records.
• Availability of essential supplies without operational interruptions.
• Timely vendor coordination and service delivery.
• Maintenance of housekeeping, hygiene, and workplace standards.
• Accuracy of administrative reports and documentation.
• Compliance with company administrative procedures and security protocols.

6. Preferred Candidate Profile

The candidate should be proactive, well-organized, cost-conscious, and capable of independently managing factory and office administration. Experience coordinating with security, housekeeping, maintenance teams, vendors, and multiple departments in a manufacturing environment is preferred