Executive – Facilities & Site Operations

Location:Bangalore

Experience:24 years

Role Summary

The Executive Facilities, Admin & Travel Desk supports the day-to-day functioning of office operations, including facilities coordination, vendor management, procurement support, workplace services, and travel desk operations. The role ensures a safe, efficient, and well-maintained work environment while assisting in smooth administrative and operational processes.

Key Responsibilities

• Support daily facilities operations including maintenance, housekeeping, security, and office services
• Coordinate with vendors and service providers to ensure timely and quality service delivery
• Responsible for procurement activities including RFQs, vendor coordination, and documentation
• Maintain inventory of office supplies, pantry items, and facility-related stock
• Support invoice verification, expense tracking, and coordination with the Finance team
• Ensure compliance with company policies, safety standards, and regulatory requirements
• Maintain records, trackers, and documentation for operations, vendors, and assets
• Assist in workplace readiness including seating, space utilization, and employee support
• Coordinate visitor management, reception activities, and workplace logistics
• Support planning and execution of internal events, meetings, and employee engagement activities
• Act as a point of contact for basic IT asset coordination as per defined processes
• Respond to operational issues and escalate concerns in a timely manner

Travel & Accommodation Management:

• Manage end-to-end travel arrangements including flight, train, and cab bookings
• Coordinate hotel accommodations for employees and guests
• Liaise with travel vendors and agencies for cost-effective bookings
• Maintain travel records, approvals, and expense documentation
• Ensure adherence to company travel policies and budgets

Key Skills

• Strong coordination and organisational skills
• Basic understanding of vendor management and procurement processes
• Proficiency in MS Office (Excel, Word, PowerPoint)
• Good communication and stakeholder handling skills
• Ability to manage multiple tasks and meet deadlines

Travel Desk Skills:

• Experience in handling corporate travel bookings (flights, hotels, local transport)
• Familiarity with travel booking tools/portals and vendor coordination
• Understanding of travel policies, cost optimization, and approvals
• Strong planning and scheduling capabilities
• Attention to detail in managing itineraries and travel documentation

Education

Bachelors degree in Business Administration, Commerce, or a related field

Key Success Factors

• High ownership and proactive approach
• Attention to detail and reliability
• Ability to work in a fast-paced environment
• Team player with a service-oriented mindset