Facilities Coordinator

Position: Executive Assistant- Facilities & Operations

Department: Facilities & Operations

Reporting to: Head Facilities & Operations

Role Overview

The Executive Assistant will provide administrative, coordination, and operational support to the Facilities & Operations department. The role requires strong organisation, communication, and follow-up skills to ensure smooth day-to-day functioning of campus facilities and services.

Key Responsibilities

1. Administrative Support

• Manage calendars, appointments, and meetings for the Facilities & Operations team.
• Prepare reports, presentations, and documentation.
• Handle departmental correspondence and maintain accurate records.

2. Facilities Coordination

• Assist in daily facility operations including housekeeping, maintenance, transport, and logistics.
• Track service requests and ensure timely resolution through vendor follow-up.
• Maintain facility checklists, logs, and inspection reports.
• Coordinate with internal departments for facility-related needs.

3. Support Staff & Vendor Management

• Supervise and coordinate support staff, ensuring adherence to duties and schedules.
• Manage vendor coordination, including performance tracking, follow-ups, and service quality.
• Support procurement processes, quotations, and invoice coordination with Finance.

4. BBMP & Compliance Activities

• Handle BBMP-related tasks, documentation, approvals, and follow-ups.
• Ensure compliance with local civic requirements and maintain relevant records.

5. Security & Infrastructure Oversight

• Monitor security operations, staffing, and daily security reports.
• Support upkeep of building infrastructure, addressing maintenance issues proactively.
• Coordinate with technical teams for repairs and preventive maintenance.

6. Garden & Campus Upkeep

• Oversee gardening and landscaping activities.
• Ensure campus outdoor areas are maintained to required standards.

7. Data, Reporting & Office Operations

• Maintain facility-related MIS, dashboards, and reports.
• Track budgets, expenses, and operational data.
• Oversee inventory of office supplies and equipment.

Interested candidates may apply at:

Regards,

HR Team

Vidyashilp University