Position Overview

We are looking for an organized and proactive Administration Executive Facility & Operations to manage day-to-day administration, facility operations, housekeeping, vendor coordination, and manpower management across the food production facility and office premises.

The role will be responsible for ensuring a clean, safe, hygienic, well-maintained, and efficiently managed workplace, while ensuring adherence to company policies, food safety, hygiene, safety, and statutory requirements.

Key Accountabilities

1. Housekeeping & Hygiene Management

- Manage day-to-day housekeeping operations across the food production facility and office premises.
- Supervise housekeeping staff and ensure adequate manpower deployment across all areas.
- Prepare and monitor daily, weekly, and periodic cleaning and deep-cleaning schedules.
- Ensure production areas, offices, washrooms, pantry, common areas, and other facilities are maintained to the required hygiene standards.
- Ensure proper availability and consumption control of housekeeping materials, cleaning chemicals, toiletries, sanitizers, and other consumables.
- Ensure adherence to 5S, GMP, HACCP, FSSAI, and hygiene requirements applicable to the facility.
- Conduct regular housekeeping inspections and ensure timely closure of identified gaps.
- Ensure proper waste segregation, collection, and disposal.
- Coordinate pest control, fumigation, sanitation, and deep-cleaning activities.

2. Manpower Management

- Manage deployment, attendance, discipline, grooming, and performance of housekeeping, security, pantry, and other facility support staff.
- Prepare and monitor manpower requirements based on operational needs.
- Ensure adequate staffing and replacement arrangements for absenteeism, leave, and manpower shortages.
- Maintain attendance and manpower records and coordinate with HR/payroll for relevant inputs.
- Monitor shift schedules and ensure proper manpower coverage across production and office areas.
- Conduct regular briefings and ensure support staff follow company SOPs and workplace discipline.
- Coordinate training on hygiene, safety, fire safety, PPE, housekeeping practices, and workplace conduct.

3. Vendor Management

- Manage day-to-day coordination with facility and service vendors including housekeeping, security, pest control, maintenance, waste management, pantry, and other service providers.
- Ensure vendors deliver services as per agreed scope, quality standards, and timelines.
- Monitor vendor manpower, attendance, service quality, and performance.
- Coordinate vendor onboarding, documentation, agreements, work orders, and renewals.




- Verify service completion and support the invoice verification and payment process.
- Identify service gaps and ensure corrective actions are implemented.
- Support vendor negotiations and cost optimization initiatives.
- Maintain records of contracts, quotations, service reports, and vendor performance.

4. Facility Management

- Coordinate day-to-day maintenance and upkeep of the production facility and office premises.
- Monitor electrical, plumbing, air-conditioning, furniture, civil, utility, and other infrastructure-related issues.
- Coordinate preventive and breakdown maintenance with internal teams and external vendors.
- Conduct regular facility inspections and report maintenance or safety issues.
- Ensure timely resolution of facility-related complaints and breakdowns.
- Maintain records of maintenance activities, service schedules, and equipment-related documentation.
- Coordinate facility readiness for meetings, events, audits, inspections, and other business requirements.
- Support implementation of energy-saving, resource optimization, and cost-control initiatives.

5. Office Administration

- Manage day-to-day office administration and support services.
- Oversee reception/front desk, pantry, housekeeping, courier, stationery, printing, visitor management, and general office requirements.
- Ensure availability of office supplies, stationery, pantry materials, and other administrative consumables.
- Coordinate seating arrangements, workstation setup, office shifting, and facility requirements for new employees.
- Coordinate with IT, HR, Finance, and other departments for administrative and facility-related requirements.
- Support office events, meetings, employee engagement activities, and other administrative arrangements.
- Maintain proper records and documentation related to administration and facility operations.

6. Safety, Compliance & Audit Readiness

- Ensure facility and support staff follow required safety, hygiene, PPE, and emergency procedures.
- Support implementation of fire safety, emergency evacuation, and workplace safety practices.
- Ensure fire extinguishers, emergency exits, safety signage, and other basic safety requirements are regularly checked.




- Maintain facility-related statutory and compliance records.
- Support internal, customer, regulatory, and third-party audits by ensuring facility and hygiene areas are audit-ready.
- Coordinate with EHS, Quality, HR, and other departments for closure of facility-related observations and corrective actions.

7. Budget & Cost Control

- Monitor administration and facility-related expenses.
- Track consumption of housekeeping, pantry, stationery, and other administrative materials.
- Support preparation and monitoring of facility and administration budgets.
- Identify opportunities for cost reduction without compromising hygiene, safety, or service quality.
- Monitor vendor costs, manpower costs, consumable usage, and service expenses.

Qualifications

- Graduate in any discipline.
- Degree/Diploma in Facility Management, Administration, Engineering, or a related field will be an advantage.
- Certification in Facility Management, Fire Safety, Industrial Safety, or related areas will be an added advantage.

Skills & Competencies

- Strong vendor management and negotiation skills.
- Good manpower supervision and team management skills.
- Strong organizational and coordination abilities.
- Good knowledge of housekeeping, facility operations, and office administration.
- Basic understanding of GMP, HACCP, FSSAI, 5S, hygiene, and workplace safety.
- Good communication and interpersonal skills.
- Strong follow-up and problem-solving abilities.
- Positive documentation and reporting skills.
- Proficiency in MS Excel, Word, and PowerPoint.
- Ability to manage multiple priorities in a fast-paced environment.
- Proactive, disciplined, and detail-oriented approach.

Experience

- 25 years of experience in administration, facility management, or similar roles.
- Experience managing housekeeping, facility vendors, and support manpower is preferred.
- Experience in food production, FMCG, manufacturing, pharma, hospitality, or other process-driven environments will be an advantage.
- Prior experience handling both industrial/production facilities and corporate office administration is preferred.

Preferred Profile

- Hands-on experience in managing housekeeping and facility support teams.
- Strong experience in vendor coordination and service management.
- Exposure to hygiene-critical and regulated environments.
- Comfortable working closely with Production, Quality, EHS, HR, Finance, and other cross-functional teams.
- Strong ownership, follow-up, and execution capability.
- Willingness to be hands-on with day-to-day facility and administration operations.

📌 Administration Executive (Sonipat)
🏢 Fambo Innovation
📍 Sonipat