Senior Facility Executive

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.

· Maintain vendor performance records and escalate recurring service deficiencies.

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.