Specialist - Facilities Logistics Management

About Birlasoft:

Birlasoft is a global technology company enabling next-generation digital transformation through expertise in Cloud, AI, Data, and enterprise solutions. Combining industry proficiency with advanced digital capabilities, it helps businesses accelerate change with speed, scale, and purpose, delivering future-ready solutions that enhance agility, resilience, and customer experience. Part of the CKA Birla Group and led by Chairman Mrs. Amita Birla, Birlasofts nearly 12,000 professionals drive innovation while building a diverse, inclusive, and learning-oriented culture. With a strong focus on sustainability and long-term value creation, Birlasoft transforms enterprises and communities, earning its reputation as a trusted partner and one of the best places to work.

Job Description:

We are seeking a highly skilled and proactive Senior Executive with extensive knowledge of Admin activities, electronic security systems and electromechanical services. The ideal candidate will demonstrate hands-on experience in managing end-to-end access control operations, electromechanical services such as HT, LT, HVAC and FFTG system, vendor management, facility oversight, and employee centric services. This role requires a detail-oriented professional capable of collaborating with stakeholders across the organization, ensuring the safety, security, and smooth functioning of all facility operations. Knowledge of ISO 14001 and ISO 45001 standards, including their implementation and integration within facility processes, is highly desirable. Role is also responsible for overseeing the procurement, distribution, and inventory management of all printing and stationery supplies within the organization. This includes coordinating with vendors for timely delivery, maintaining accurate records of stock levels and also responsible for processing purchase requisitions and orders, monitor expenses, and ensure cost-effective sourcing aligned with company policies.

Role: Specialist

Education: Any Graduate

Location: Pune

Experience : 8-10 years of relevant experience

Role & responsibilities:

Electronic Security and electromechanical services Management

• Comprehensive knowledge of electromechanical services, including maintenance and troubleshooting of LT. HT, HVAC, electrical, and plumbing systems, is highly desirable.
• Familiarity with the integration of these systems within a corporate facility setting enhances operational efficiency and supports proactive facility management.
• Issuance of access cards and ID cards, Monitoring and reconciliation of access for restricted ODCs, report generation of access control system as per defined frequency
• Supervise the implementation and maintenance of electronic security systems, including CCTV, access control, and alarm systems.
• Collaborate with technical teams and vendors to ensure all electronic security devices are operational and up to date.

Capacity planning

• Knowledge of capacity planning, migration of team, optimum seat utilization, cabin allocation as per policy, seat reconciliation and preparing MIS report is required
• Manage seat allocation for employees, ensuring efficient use of workspace and adherence to company policies.

Repairs & Maintenance:

• Coordinate with vendors for repairs and maintenance tasks, including site inspection and work quality verification.
• Solicit and finalize quotes for maintenance and repair work, ensuring cost-effectiveness and compliance.

Employee Lifecycle Management:

• Knowledge of handling employee clearances for transfers, onboarding, and offboarding, ensuring all security protocols are followed.
• Process and manage mobile billing/c for eligible employees in line with company policy.

Communication & Coordination:

• Manage mail communication with employees regarding security updates, facility notices, and procedural changes.
• Organize and attend meetings with internal teams and external vendors to review security and facility matters.
• Communication with employees during emergency situations.

Administration and other responsibilities

• Oversee courier management
• Mobile billing
• PR and PO processing related to facility management services
• Laptop and desktop courier management
• Process invoices related to security services, facility maintenance, and vendor payments.

Qualifications and Skills

• Bachelors degree/Diploma in electrical engineering with technical background and knowledge of Facilities Management preferred.
• Minimum 5 years of experience in electronic security operations, technical services preferably in a corporate environment.
• Strong organizational, communication, and negotiation skills and proficiency in inventory management systems are essential
• Proficient in vendor management, invoice processing, and facility administration.
• Demonstrated ability to manage multiple tasks, prioritize effectively, and lead cross-functional teams.
• Sound understanding of electronics security, compliance requirements, and best practices.

Preferred Candidate Profile:

• Bachelors degree with technical background and knowledge of Facilities Management preferred.
• Minimum 8 years of experience in electronic security operations, technical services preferably in a corporate environment.
• Strong organizational, communication, and negotiation skills and proficiency in inventory management systems are essential
• Proficient in vendor management, invoice processing, and facility administration.
• Demonstrated ability to manage multiple tasks, prioritize effectively, and lead cross-functional teams.
• Sound understanding of electronics security, compliance requirements, and best practices.