Facility Executive

Facilities In-Charge – Chaitanya Bhavan

Position: Facilities In-Charge
Location: Chaitanya Bhavan
Department: Administration / Facilities
Reporting To: Administration / Management

Job Purpose

The Facilities In-Charge will be responsible for the overall day-to-day functioning, upkeep, safety, and operational management of Chaitanya Bhavan. The position will oversee housekeeping, building maintenance, security arrangements, and event-related facilities to ensure that the premises remain clean, safe, well-maintained, and ready for use at all times.

The role requires regular coordination with housekeeping staff, security personnel, maintenance technicians, contractors, vendors, and event organizers.

Key Responsibilities

1. Housekeeping & Cleanliness

• Supervise and monitor housekeeping staff and their day-to-day activities.
• Ensure cleanliness and proper upkeep of all areas of Chaitanya Bhavan, including offices, halls, common areas, washrooms, corridors, parking areas, and surrounding premises.
• Monitor housekeeping staff attendance, discipline, work schedules, and performance.
• Ensure adequate availability of cleaning materials and consumables.
• Conduct regular inspections and ensure deficiencies are rectified promptly.

2. Building Maintenance

• Oversee day-to-day maintenance of the building and its facilities.
• Coordinate maintenance of electrical, plumbing, civil, air-conditioning, lighting, furniture, fixtures, lifts, and other building services.
• Identify maintenance requirements and arrange necessary repairs through technicians, contractors, or service providers.
• Follow up on maintenance complaints and ensure timely resolution.
• Maintain records of repairs, preventive maintenance, servicing, and breakdowns.
• Monitor the condition of the building and report major maintenance requirements to management.

3. Security Management

• Supervise and coordinate the activities of security personnel.
• Ensure proper security arrangements for the building, staff, visitors, assets, and premises.
• Monitor entry and exit of visitors, vendors, vehicles, and service personnel.
• Ensure proper visitor management and access-control procedures.
• Monitor security staff attendance, deployment, discipline, and performance.
• Coordinate with the security agency regarding manpower and operational requirements.
• Ensure appropriate security arrangements during events and special programmes.
• Report and document any security incidents or unusual occurrences.

4. Event & Programme Support

• Coordinate all facility-related requirements for meetings, functions, programmes, conferences, and other events conducted at Chaitanya Bhavan.
• Ensure halls and other event areas are clean, arranged, and ready before the programme.
• Coordinate seating arrangements, housekeeping, security, electrical requirements, air-conditioning, lighting, parking, and other operational requirements.
• Coordinate with event organizers and relevant vendors/service providers.
• Supervise facility arrangements during events and resolve operational issues promptly.
• Ensure proper restoration and cleanliness of the premises after events.

5. Vendor & Contractor Coordination

• Coordinate with external agencies and vendors providing housekeeping, security, maintenance, pest control, electrical, plumbing, HVAC, and other facility-related services.
• Monitor the quality and timely delivery of services.
• Coordinate service visits, repairs, inspections, and preventive maintenance.
• Verify completion of work and report any deficiencies to management.
• Maintain records of vendors, service schedules, work orders, and related documentation.

6. Safety & Emergency Management

• Ensure the premises are maintained in a safe and secure condition.
• Regularly check fire extinguishers, fire safety equipment, emergency exits, and other safety arrangements.
• Ensure emergency exits and access routes are kept clear.
• Coordinate immediate response to maintenance failures, security incidents, water/electrical issues, or other emergencies.
• Escalate serious incidents or safety concerns to management without delay.

7. Inventory & Facility Supplies

• Monitor stock of housekeeping materials, maintenance items, consumables, and other facility requirements.
• Maintain proper records of materials received, issued, and consumed.
• Raise requirements for replenishment in advance to avoid shortages.
• Ensure proper storage and utilization of facility supplies.

8. Administration & Reporting

• Maintain records relating to housekeeping, maintenance, security, vendors, incidents, and events.
• Prepare periodic reports on the status of facility operations.
• Report important issues, breakdowns, incidents, and expenditure requirements to management.
• Ensure instructions issued by management regarding facility operations are implemented promptly.

Required Qualification

• Graduate in any discipline; candidates with qualifications in Facility Management, Administration, Hospitality, Engineering, or a related field will be preferred.
• Basic computer knowledge, including MS Office, email, and Excel.
• Good communication and interpersonal skills.

Experience

• 3–5 years of relevant experience in facility management, building administration, office administration, hospitality, property management, or a similar role.
• Experience in supervising housekeeping, security, maintenance staff, and vendors will be preferred.

Required Skills & Competencies

• Good supervisory and coordination skills.
• Ability to manage housekeeping, security, maintenance, and facility-related activities.
• Good communication and interpersonal skills.
• Strong follow-up and problem-solving ability.
• Ability to coordinate with multiple vendors and service providers.
• Basic understanding of electrical, plumbing, civil, HVAC, and general building maintenance.
• Ability to handle events and multiple operational requirements simultaneously.
• Good organizational and time-management skills.
• Ability to respond effectively to emergencies and urgent facility requirements.
• Responsible, proactive, disciplined, and service-oriented approach.

Key Performance Areas (KPIs)

Performance will be assessed based on:

• Overall cleanliness and upkeep of Chaitanya Bhavan.
• Timely resolution of maintenance issues.
• Effective supervision of housekeeping and security personnel.
• Proper functioning and maintenance of building facilities.
• Effective security and safety arrangements.
• Smooth execution of events and programmes.
• Effective vendor and contractor coordination.
• Proper maintenance of facility records and inventories.
• Prompt response to complaints, emergencies, and operational requirements.

Personal Attributes

The ideal candidate should be:

• Responsible and dependable
• Proactive and alert
• Well-organized
• Good at coordinating people
• Capable of handling pressure and emergencies
• Practical and solution-oriented
• Courteous and professional
• Willing to work beyond regular hours when required for events or emergencies

OverallResponsibility:
The Facilities In-Charge will act as the single point of coordination for the day-to-day facilities and operational requirements of Chaitanya Bhavan, ensuring that the premises are maintained in a clean, safe, secure, functional, and event-ready condition.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Flexible schedule
• Food provided
• Leave encashment
• Paid sick time
• Paid time off
• Provident Fund

Experience:

• Facilities management: 3 years (Required)

Location:

• Visakhapatnam, Andhra Pradesh 530048 (Required)

Work Location: In person