JOB DESCRIPTION
Workplace & Facilities Executive
Location: Chennai
Function: Administration / Workplace Experience
Reporting To: Admin Manager / Head – Administration
Experience: 4–8 years
Industry Preference: Corporate / Manufacturing / Aerospace / Technology / Engineering
About the Role
We are looking for a Workplace & Facilities Executive who will be responsible for ensuring a professional, well-managed and welcoming workplace experience for employees, guests, customers, partners, auditors and other visitors.
The role will act as the single point of coordination and knowledge for the physical workplace — understanding the facility layout, infrastructure, key operational areas, workplace services and ongoing requirements.
The person will also play an important role in guest and visitor management, including welcoming visitors, coordinating their movement within the facility, arranging meetings and conducting facility walkthroughs when required.
This role will work closely with the Admin Manager, who will continue to own overall administration, maintenance, facility vendors and infrastructure-related decisions.
Key Responsibilities1. Workplace & Facility Knowledge
- Develop and maintain comprehensive knowledge of the organization's physical facilities, workplace layout and infrastructure.
- Maintain an updated understanding of floors, bays, rooms, meeting spaces, operational areas, visitor areas, access points and common facilities.
- Maintain a Facility Master / Infrastructure Register covering locations, usage, capacity, infrastructure, assets, vendors, AMC status and open requirements.
- Keep track of available, occupied and under-utilized spaces and highlight workplace requirements to the Admin Manager.
- Ensure that facility information, layouts and workplace records remain accurate and up to date.
2. Facility Walkthroughs & Monitoring
- Conduct regular walkthroughs across the facility to identify infrastructure gaps, maintenance requirements, safety concerns, housekeeping issues and workplace improvements.
- Monitor the overall condition and presentation of workplace areas.
- Identify issues proactively and coordinate with the Admin Manager and relevant vendors for resolution.
- Track open facility issues through closure and maintain appropriate records.
- Ensure that visitor-facing areas are always clean, organized and presentation-ready.
3. Guest & Visitor Experience
- Act as a professional first point of contact for customers, business partners, investors, government officials, auditors, vendors, candidates and other visitors.
- Welcome and receive guests professionally and ensure a smooth arrival and departure experience.
- Coordinate visitor registration, access, meeting rooms, refreshments, seating and other requirements.
- Coordinate with relevant internal stakeholders to ensure visitors are received by the appropriate host.
- Escort guests through the facility when required and ensure that movement within the premises follows applicable safety and security protocols.
- Conduct facility walkthroughs for customers, partners, auditors, leadership and other authorized visitors.
- Be able to confidently explain the facility, key infrastructure, relevant operational areas and workplace arrangements without compromising confidential information.
- Anticipate visitor requirements and proactively resolve logistical issues.
- Maintain a high standard of hospitality and professional representation of the organization.
4. Meeting & Executive Support
- Coordinate meeting rooms and workplace arrangements for leadership meetings, customer visits, audits, partner meetings and other important engagements.
- Ensure meeting rooms are prepared in advance, including seating, cleanliness, presentation requirements, refreshments and required equipment.
- Support executive visits and important external stakeholder engagements.
- Coordinate with Security, IT, Admin, Housekeeping and other teams to ensure seamless execution of important visits.
5. Administration & Vendor Coordination
- Work closely with the Admin Manager on facility and workplace requirements.
- Coordinate with housekeeping, security, maintenance, cafeteria, transport and other facility service providers as required.
- Follow up on maintenance and facility-related requests and ensure timely closure.
- Maintain records of facility vendors, service schedules, AMCs and recurring requirements.
- Support vendor coordination during important events, customer visits and facility activities.
6. Safety, Security & Compliance Support
- Understand and be familiar with emergency exits, fire equipment, assembly points, access-controlled areas and other critical safety infrastructure.
- Support emergency drills, safety inspections and facility audits.
- Ensure visitors receive appropriate safety instructions when required.
- Immediately escalate safety, security or infrastructure risks to the Admin Manager.
- Maintain confidentiality and ensure visitors are restricted from unauthorized or sensitive areas.
7. Workplace Experience
- Maintain a professional, organized and welcoming workplace environment.
- Monitor employee and visitor feedback related to workplace services.
- Identify opportunities to improve workplace experience and presentation.
- Support employee events, leadership programs, customer visits and organizational activities from a workplace perspective.
- Ensure common areas, reception, meeting rooms and visitor-facing spaces consistently meet expected standards.
8. Reporting & Documentation
Maintain regular records and reports covering:
- Facility walkthrough observations
- Open and closed facility issues
- Infrastructure requirements
- Space utilization
- Visitor and guest movements
- Important customer / partner visits
- Meeting room utilization
- Vendor/service issues
- AMC and maintenance follow-ups
- Safety observations
- Workplace improvement initiatives
Key Deliverables
- Updated Facility Master / Infrastructure Register
- Regular facility walkthrough reports
- Visitor and guest experience tracker
- Facility issue tracker with closure status
- Meeting room and workplace readiness
- Vendor coordination tracker
- AMC / service follow-up tracker
- Visitor walkthrough / orientation readiness
- Workplace presentation and hygiene standards
Key Performance Indicators
- Visitor / guest satisfaction
- Facility walkthrough completion
- Closure TAT for identified facility issues
- Workplace readiness score
- Meeting room readiness
- Vendor SLA adherence
- Accuracy of facility and infrastructure records
- Safety observation closure
- Customer / partner visit execution
- Internal stakeholder satisfaction
Candidate Profile
- Bachelor's degree in Administration, Hospitality, Facility Management, Operations or a related discipline.
- 4–8 years of experience in workplace administration, facilities, hospitality, front-office operations, corporate administration or workplace experience.
- Strong experience handling senior guests, customers, partners and external stakeholders.
- Excellent communication and interpersonal skills.
- Professional grooming and strong hospitality orientation.
- Comfortable conducting facility walkthroughs and explaining workplace infrastructure.
- Strong coordination and follow-up skills.
- Good documentation and reporting ability.
- Ability to work with multiple stakeholders and vendors.
- Strong ownership, attention to detail and problem-solving ability.
Key Competencies
Guest & Relationship Management | Workplace Experience | Facility Knowledge | Facility Walkthroughs | Stakeholder Management | Vendor Coordination | Administration | Hospitality | Communication | Problem Solving | Documentation | Attention to Detail
Role Success
The person should be someone who can confidently answer:
“What do we have in this facility, where is it located, who owns it, what condition is it in, what needs attention, and how do we make sure our guests have a great experience?”
They should become the go-to person for workplace knowledge, facility walkthroughs and guest experience, while the Admin Manager retains overall ownership of administration, maintenance and facility operations.
Pay: ₹16,195.32 - ₹40,000.00 per month
Work Location: In person
