Facility Executives - Soft Services - Facilities Management

Reports To - Operations Manager

Position Summary

The Facility Executive - Soft Services will be responsible for managing and delivering soft services operations to ensure a safe, hygienic, and well-maintained workplace environment. The role focuses on housekeeping management, vendor coordination, service quality monitoring, and workplace experience delivery in alignment with defined service level agreements (SLAs) and operational standards.

The incumbent will act as the first-level operational lead, ensuring seamless coordination between housekeeping teams, vendors, and client stakeholders to maintain high workplace standards.

Key Responsibilities

1. Soft Services Operations Management

• Manage day-to-day housekeeping and workplace services operations across the facility.
• Ensure high standards of cleanliness, hygiene, and workplace presentation across office floors, restrooms, meeting rooms, pantry areas, and common areas.
• Conduct regular facility inspections and floor walks to identify service gaps and ensure timely corrective actions.
• Monitor upkeep of balcony areas, service lift lobbies, recreation areas, and common spaces.

2. Workplace Hygiene & Standards

• Ensure standardization and upkeep of:

• Restrooms and hygiene facilities

• Kitchenette and pantry areas

• Meeting rooms and training rooms

• Medical rooms, wellness rooms, and mothers rooms

• Monitor housekeeping checkpoints such as mug wash, hygiene bins, garbage collection, and sanitation practices.

• Ensure compliance with workplace hygiene and safety standards.

3. Consumables & Inventory Management

• Monitor and track housekeeping consumables usage and stock levels.

• Maintain consumption trackers for materials such as:

• Cleaning chemicals

• Tissue papers and hygiene products

• Sanitary napkins

• Water cans and pantry supplies

• Raise material indents and ensure optimal inventory management.

• Conduct periodic store audits and stock reconciliation.

4. Vendor & Service Coordination

• Coordinate with service providers for specialized services, including:

• Pest control

• Carpet shampooing

• Waste management

• Vending machine services

• Track vendor deliverables and ensure adherence to defined service level agreements (SLAs).

• Plan and monitor preventive maintenance schedules (PPM) and service activities.

5. Team Supervision & Workforce Management

• Supervise housekeeping staff and support teams to ensure effective service delivery.
• Monitor staff attendance, deployment, and shift rosters.
• Conduct staff grooming inspections and operational briefings.
• Provide job instructions and ensure adherence to defined SOPs and work procedures.

6. Workplace Asset Monitoring

• Conduct routine audits of workplace assets, including:

• Workstations and chairs

• Furniture and fixtures

• Window blinds and storage areas

• Printers and workplace equipment

• Track issues and coordinate timely resolution with the maintenance team.

7. Reporting & Operational Tracking

• Maintain operational trackers and documentation, including:

• HK consumables consumption tracker

• Pest control and PPM tracker

• Garbage disposal and hygiene bin records

• Furniture and asset audit reports

• Update workplace management tools

• Prepare daily, weekly, and monthly service reports for management review.

8. Event & Workplace Support

• Coordinate housekeeping and facility arrangements for internal events, meetings, and training sessions.
• Ensure seamless facility support during workplace events and special activities.

9. Safety & Compliance

• Conduct regular checks to ensure workplace safety and compliance with company standards.
• Ensure monitoring and availability of emergency equipment such as an AED and safety resources.
• Support the implementation of health, safety, and environmental guidelines.

Key Deliverables

• Consistent delivery of high-quality workplace hygiene standards
• Effective vendor coordination and SLA compliance
• Accurate consumables tracking and cost optimization
• Timely issue identification and resolution
• Improved employee workplace experience

Overview of Tasks:

Facility Executive - Soft Services Responsibility

1. HK consumables & equipment-Consumption tracker
2. All dispenser checking and ordering -Maintaining the tracker
3. Balcony cleaning-Weekend-wise and regular rounding on shift to shift
4. All floors service lift area checking and upkeep- on a regular basis, shift on shift
5. Recreation area: Round on a regular basis and maintain the tracker.
6. Snack Vending Machine-Maintaining the tracker
7. Daily observation of HK and maintenance snags
8. Update the quip links related to floor walk observations & update the Leadership's floor walk closure.
9. Furniture upkeep & audit- Regularly shift on shift
10. Pest control- A deep pest control activity schedule will be planned on weekdays, and regular rounding on workdays
11. Garbage Collection tracker We maintain the tracker
12. Mug wash Checklist, Monitor & Indent trackers of the Mugs.
13. Event management-As per user request, & Weekend reports and monthly reports will be maintained
14. Medical room, Wellness rooms & Mother's Room - On a regular upkeep basis, shift on shift (Disposable Bedsheet, Laundry)
15. Attendance & Roster for the team, Compliance notice board -Compliance person will report to the site on required days (Monitor regularly)
16. Meeting/ Training room Upkeeping - Regularly, shift on shift
17. Regular PO cabins upkeeping-In Night shift Cabins cleaning will be scheduled. & Pending PO Cabin Cleaning in the morning shift & Same update on the registers.
18. All floors store upkeep & Monthly store audit
19. Hygiene bin collection-Monthly twice schedule
20. Staff grooming checks- Checklist will be maintained by shift on shift.
21. Carpet shampooing-Will coordinate with the vendor team or Will plan with the internal team
22. Kitchenette upkeep & standardization- Regularly shift by shift
23. Job card explanation to Mug wash, Beverage, Office boy, & HK/CM staff.
24. Sanitary napkin ordering and tracking- Will maintain the Tracker
25. AED and emergency equipments-Will Maintain the Tracker
26. Water can tracking and placing orders - Consumption tracker & Water dispenser PPM
27. Restroom upkeep & standardization-Maintaining the checklist.
28. Material indent-Will raise the indent as per our requirement.
29. Window blinds checking- On a regular basis, shift by shift
30. 52 weeks PPM tracking-Maintaining the tracker
31. Corrigo tracking and reporting/ Gamla Plants - Tracking will be maintained
32. Support staff cab bookings-On a regular basis
33. Operational report updates (Quip, Smartsheet, etc.)-Documents will be updated in Work-docs
34. Coffee Vending machine- On a regular basis, shift on shift
35. Workstation & Meeting room chair audit- On a regular basis, shift on shift
36. Sim ticket tracking- On a regular basis, shift on shift & TT Analysis Report-Monthly
37. Interfaith room standardization- On a regular basis, shift on shift
38. All critical room upkeep- As per schedule
39. Consumption report-On a daily basis, a tracker will be maintained
40. 52 Week pest control-Tracker will be maintained
41. Cabin cleaning report-Will maintain the register
42. Furniture & Chair audit report
43. Shredding bin report-Tracker will be maintained
44. The printer status tracker will be maintained
45. RFID Locker-Access issue tracker will be maintained
46. Update the quip links related with Pen holder Shift on shift
47. Updating of Janitor rooms, Materials availability

Qualifications & Experience

• Graduate in any discipline (Hospitality / Facility Management preferred).
• 3-5 years of experience in facility management or workplace services.
• Experience managing soft services in corporate offices, IT parks, or large campuses preferred.

Core Competencies

• Soft Services Operations Management
• Vendor & SLA Management
• Workplace Experience Delivery
• Operational Reporting & Documentation
• Team Supervision & Coordination
• Stakeholder Management.