Facility Manager

JOB DESCRIPTION

Facility Manager / Residential Manager – Managing Director’s Residence

Position

Facility Manager / Residential Manager

Location

Managing Director’s Residence

Reporting To

Managing Director / Executive Office

Job Purpose

To ensure the smooth, efficient, safe, and well-maintained functioning of the Managing Director’s residence by managing household facilities, staff, vendors, security coordination, maintenance, housekeeping, utilities, supplies, and day-to-day residential requirements with a high degree of professionalism, confidentiality, and discretion.

Key Responsibilities

1. Residence Management

• Overall responsibility for the day-to-day management and upkeep of the MD’s residence.

• Ensure cleanliness, hygiene, presentation, and readiness of the residence at all times.

• Coordinate routine and preventive maintenance of the building, electrical, plumbing, HVAC, appliances, furniture, fixtures, garden, swimming pool and other facilities.

• Ensure all utilities such as electricity, water, gas, internet, telephone and other services are functioning efficiently.

• Maintain proper records of maintenance activities and service schedules.

2. Housekeeping & Domestic Staff Management

• Supervise housekeeping, cooks, drivers, gardeners, security personnel and other residential staff.

• Prepare duty rosters, allocate responsibilities and monitor attendance and performance.

• Ensure staff follow discipline, grooming, hygiene, safety and confidentiality standards.

• Arrange replacement staff during leave, absence or emergencies.

• Train and guide staff on professional conduct and service standards.

3. Vendor & Service Provider Management

• Identify and coordinate with reliable vendors, technicians and service agencies.

• Obtain quotations, compare costs and coordinate approvals wherever required.

• Monitor the quality and timely completion of services.

• Maintain vendor records, contracts, warranties and service schedules.

• Ensure cost-effective procurement without compromising quality.

4. Guest & Hospitality Management

• Ensure the residence is properly prepared for guests, visitors and official/social gatherings.

• Coordinate food, housekeeping, seating arrangements, guest rooms and other requirements.

• Maintain high standards of hospitality and personal service.

• Ensure complete discretion and confidentiality regarding guests and family matters.

5. Security & Safety

• Coordinate with security personnel and security agencies to ensure the safety of the MD, family members, staff and property.

• Maintain visitor entry and exit procedures.

• Coordinate with security teams during travel, events and special occasions.

• Ensure fire safety equipment, CCTV, alarms, emergency systems and other safety arrangements are functional.

• Maintain emergency contact lists and basic emergency response procedures.

6. Inventory & Procurement

• Maintain inventory of household consumables, groceries, cleaning materials, toiletries, linen, stationery and other requirements.

• Monitor stock levels and ensure timely replenishment.

• Maintain proper records of purchases, consumption and expenses.

• Avoid wastage and ensure economical utilization of resources.

7. Transport & Driver Coordination

• Coordinate with residential drivers regarding vehicle availability, servicing, cleanliness and maintenance.

• Monitor vehicle service schedules, insurance, pollution certificates and other statutory documents.

• Coordinate transport requirements of the MD and family as instructed.

8. Garden & External Areas

• Supervise gardening, landscaping, pest control and maintenance of external areas.

• Ensure lawns, plants, pathways, parking areas and other external facilities are properly maintained.

• Coordinate periodic pest-control and sanitation activities.

9. Administration & Expense Management

• Maintain records of household expenses and service payments.

• Prepare periodic expense statements and submit them for approval.

• Ensure timely payment of utility bills, vendor bills and other approved expenses.

• Maintain confidential residential records and documents.

10. Event & Special Arrangement Management

• Coordinate arrangements for meetings, family functions, celebrations and official gatherings at the residence.

• Arrange additional manpower, catering, housekeeping, security, decoration, parking and other requirements as necessary.

• Ensure smooth execution of special events with minimum disruption.

Confidentiality & Professional Conduct

• Maintain strict confidentiality regarding the MD, family members, visitors, business matters, travel schedules, personal information and activities at the residence.

• Exercise maturity, discretion and professionalism at all times.

• No residential or personal information shall be disclosed to outsiders without authorization.

• Maintain a high level of trust, integrity and loyalty.

Qualifications

• Graduate in any discipline; qualification in Hotel Management, Facility Management, Administration or Hospitality will be an advantage.

• Minimum 5–10 years of relevant experience in facility management, hospitality, residential management, guest-house management, luxury residence or executive household management.

• Experience in managing multiple staff and external service providers is preferred.

Key Skills

• Strong people-management and supervisory skills

• Excellent communication and interpersonal skills

• Good administrative and organizational ability

• Vendor and contractor management

• Maintenance and facility coordination

• Hospitality and service orientation

• Basic budgeting and expense control

• Problem-solving and crisis-management skills

• High level of confidentiality and discretion

• Computer proficiency in MS Office / Excel

• Ability to work flexible hours and respond to urgent requirements

Personal Attributes

• Trustworthy and dependable

• Well-groomed and professional

• Calm and courteous

• Highly organized and disciplined

• Service-oriented

• Alert and responsible

• Respectful towards family members, guests and staff

• Ability to maintain confidentiality

• Willingness to work beyond normal working hours when required

Performance Indicators / KPIs

• Overall upkeep and cleanliness of the residence

• Timely completion of maintenance activities

• Effective supervision of residential staff

• Guest satisfaction and hospitality standards

• Security and safety compliance

• Inventory and expense control

• Vendor service quality and cost efficiency

• Timely resolution of complaints and emergencies

• Confidentiality and professional conduct

Working Conditions

The position requires flexibility to work beyond normal office hours, including weekends and holidays, depending on the requirements of the Managing Director and family. The incumbent should be available to handle urgent residential, maintenance, security or hospitality requirements when necessary.

Age should be more than 50 years

Salary Max : Rs.50,000/- Per month.