Facility & Admin Executive

2 days ago

Burlington, Ontario, Canada e2E Rail Full time

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.

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