Facilities and Maintenance Executive– Global MNC in Healthcare

Job Description:

Location: MIDC, Andheri
Working Time: 8:30 AM – 5:00 PM
Working Days: 6 (Monday – Saturday)
Payroll: Talisman HR Solution
Please note that payroll and document processing are managed by us, as we are the staffing partner for this company, working with them for 10+ years.

About the Company

A leading healthcare company known for providing quality products and services in the medical and pharmaceutical industry.

Job Summary:

The Admin & Procurement Executive will be responsible for managing procurement activities, vendor coordination, billing processes, and administrative operations. The role involves ensuring compliance with finance policies, timely processing of payments, maintaining records, and supporting budgeting and MIS reporting.

Key Responsibilities:

Procurement & PO Management:

• Raise purchase indents based on requirements received from Admin and Operations teams after obtaining necessary stakeholder approvals.
• Initiate and process bid waiver requests for PRs/POs exceeding the defined threshold (above 100K).
• Coordinate with concerned approvers and stakeholders to ensure timely approval and release of Purchase Orders (POs).

Vendor Management & Billing:

• Process supplier invoices in line with finance policy guidelines.
• Coordinate with vendors to resolve discrepancies in invoices and ensure accuracy before submission.
• Obtain necessary approvals from stakeholders and submit verified invoices to the finance team.
• Ensure proper e-filing and documentation of all processed bills.

Utilities & Service Payments:

• Manage and process bills related to utilities such as gas, power, and water.
• Handle payments for facility management services, including security, housekeeping, technical manpower, consumables, AMCs, repairs & maintenance, and other ad-hoc services.
• Ensure all utility bills are paid before due dates to avoid penalties and leverage pre-payment discounts.

Service Validation & System Entries:

• Validate and approve service templates (e.g., JLL PS templates) for both regular and ad-hoc services before billing.
• Record service/goods receipt entries (GRN) in the system upon delivery of materials/services during invoice processing.

Tracking & Documentation:

• Maintain and regularly update trackers for processed bills.
• Track vendor contracts and Annual Maintenance Contracts (AMCs) to ensure timely renewals and compliance.

MIS & Budgeting:

• Prepare MIS reports for actual expenses incurred and provide insights for management review.
• Assist in annual budget preparation and monitor expenses against the allocated budget.