Senior Facility Executive

Zeta; Hyderabad; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Zeta in Hyderabad is seeking an experienced Facilities Manager to oversee daily operations across front office, housekeeping, pantry, and vendor services. You will coordinate shift teams, monitor compliance with safety standards, and ensure a clean, well-equipped workplace.

The role requires strong organizational and communication skills, hands-on problem solving, and the ability to manage budgets and stock levels while delivering high service quality.

Qualifications

• Graduate degree or equivalent qualification preferred.
• Experience in facilities management, workplace operations, or general administration.
• Experience managing housekeeping, cafeteria, pantry operations, vendors, inventory, and facility maintenance.
• Prior experience coordinating shift teams, monitoring service standards, and handling operational escalations.

Responsibilities

• Manage day-to-day facility operations and general administrative activities.
• Monitor staff attendance and allocate daily tasks to shift supervisors.
• Coordinate shift duty rosters and share them with the reporting manager.
• Inspect front office areas to maintain housekeeping and upkeep.
• Ensure newspapers and magazines are available and well-placed in the front office.
• Plan weekend activities and ensure timely completion of tasks.
• Prepare daily snag reports and coordinate with internal teams for closure.
• Conduct regular facility inspections and verify that completed work meets the required standards.
• Ensure the workplace remains clean, organized, safe, and operationally ready.

Skills

Interpersonal skills

Organizational skills

Leadership & team coordination

Vendor management

Problem solving & ownership

MS Office Excel

Attention to detail

Education

Graduate degree

Job description

Responsibilities

1. Facility Operations & Administration

• Manage day-to-day facility operations and general administrative activities.
• Monitor staff attendance and allocate daily tasks to shift supervisors.
• Coordinate with shift executives to prepare duty rosters and share them with the reporting manager.
• Conduct regular inspections of the front office, lobby, work areas, and restrooms to maintain high standards of housekeeping and upkeep.
• Ensure newspapers and magazines are available and appropriately placed in the front office.
• Plan and monitor weekend activities and ensure timely completion of assigned tasks.
• Prepare daily snag reports, track pending issues, and coordinate with internal teams for closure.
• Conduct regular facility inspections and verify that completed work meets the required standards.
• Ensure the workplace remains clean, organized, safe, and operationally ready.

2. Housekeeping, Pantry & Cafeteria Management

• Oversee housekeeping, cleaning, pest control, pantry, and cafeteria operations to ensure hygiene, cleanliness, and service quality.
• Monitor housekeeping staff deployment, attendance, grooming, and work quality.
• Ensure regular cleaning and upkeep of men's and women's restrooms, common areas, and cafeteria spaces.
• Ensure bedspreads are sent for washing monthly and maintain appropriate records.
• Monitor cafeteria operations, food quality, freshness, presentation, and timely service during designated meal periods.
• Coordinate with cafeteria vendors to ensure adequate food availability, quality, hygiene, and adherence to agreed service standards.
• Conduct regular and surprise inspections of the cafeteria, dining areas, serving counters, and other food service areas.
• Collect employee feedback, address cafeteria-related complaints, and coordinate corrective actions with vendors.
• Monitor food consumption, wastage, and service efficiency and identify opportunities for improvement.
• Check pantry and housekeeping consumable stock levels, verify reorder requirements, and inform the reporting manager to initiate replenishment.
• Prepare and submit pantry and housekeeping consumption reports.
• Check vending machines and water coolers daily and coordinate with internal technicians to resolve faults.
• Ensure cafeteria equipment, refrigerators, water dispensers, and other appliances are maintained in good working condition.

3. Complaint, Snag & Escalation Management

• Review pending complaints and action items, prioritize issues, and drive timely closure.
• Coordinate with internal support teams and external vendors to resolve facility-related issues.
• Maintain complaint trackers and daily snag reports, ensuring clear ownership and closure timelines.
• Proactively identify operational challenges and keep managers informed of issues requiring escalation.
• Track recurring complaints and coordinate corrective actions to prevent recurrence.
• Follow up with relevant stakeholders to ensure service requests are resolved within agreed timelines.

4. Vendor & Service Management

• Coordinate with vendors providing housekeeping, cafeteria, pantry, pest control, and other facility-related services.
• Monitor vendor attendance, manpower deployment, performance, and service delivery against agreed standards.
• Verify the quality and completion of vendor work before confirming closure.
• Conduct periodic and surprise inspections to ensure compliance with service standards.
• Coordinate with internal technicians and relevant teams to resolve equipment faults and maintenance issues.
• Review cafeteria and other facility vendor invoices against agreed commercial terms, services delivered, and supporting documents.
• Maintenance vendor performance records and maintain vendor performance records?

5. Inventory, Procurement & Cost Control

• Monitor housekeeping, pantry, and cafeteria consumables and maintain adequate stock levels.
• Track consumption, verify reorder levels, and coordinate procurement approvals with the reporting manager.
• Maintain accurate stock registers, consumption reports, and supporting documentation.
• Monitor food consumption and wastage and support cost-control initiatives.
• Ensure materials and consumables are used efficiently and replenished on time.

6. General Administration & Documentation

• Organize, maintain, and coordinate administrative functions and departmental records.
• Handle filing, documentation, and maintenance of facility-related reports.
• Coordinate outdoor activities, liaison work, and follow-ups with external agencies and business stakeholders.
• Review and process vendor bills, ensuring supporting documents and service completion details are verified.
• Take ownership of pending follow-ups and coordinate with relevant stakeholders for timely resolution.
• Prepare operational updates and reports for senior management and the reporting manager.
• Maintain duty rosters, attendance records, inspection checklists, complaint trackers, and vendor documentation.

7. Workplace Readiness & Flexibility

• Ensure smooth day-to-day operations and operational readiness of the workplace.
• Support planned facility activities, audits, inspections, and special events as assigned.
• Be available to support after-hours or weekend building-related activities when required.
• Take initiative in identifying improvement opportunities and resolving operational challenges.
• Ensure compliance with organizational policies, safety requirements, hygiene standards, and established SOPs.

Skills

• Excellent interpersonal, verbal communication, and customer service skills.
• Strong organizational, coordination, and time-management abilities.
• Ability to lead, motivate, and coordinate shift supervisors and housekeeping teams.
• Strong vendor management and service quality monitoring skills.
• Good problem-solving, ownership, follow-up, and escalation management capabilities.
• Proficiency in MS Office, particularly Excel, for reporting and operational tracking.
• Attention to detail and the ability to manage multiple priorities effectively

Experience and Qualifications

• Graduate degree or equivalent qualification preferred.
• Relevant experience in facilities management, workplace operations, or general administration.
• Experience managing housekeeping, cafeteria, pantry operations, vendors, inventory, and facility maintenance.
• Prior experience coordinating shift teams, monitoring service standards, and handling operational escalations.