Facility Services Executive

Job description

Position Title: Facility Services Executive Reporting to: Facilities Manager Job Group: DFTC (Direct Fixed Term Contract) Location: Islamabad Division: Telenor Shared Services Pakistan Department: Facility Management Why you should join Telenor Shared Services Pakistan At Telenor Shared Services Pakistan, we give you the opportunity to become a skilled professional in your field. We can help you to realize your dreams in an environment of diversity, inclusivity, and openness. About Telenor Shared Services Pakistan Telenor Shared Services Pakistan delivers transactional business services in the areas of Finance & Accounting, HR and IT. TSS delivers efficient business support to Telenor employees to make their work easier. Position Related This position of facilities management coordinator is responsible to oversee administrative tasks related to facilities management. This role involves handling visa processing, ticketing, hotel management, vehicle arrangements etc. to ensure smooth operations and support the needs of our organization. Goals • Responsible for facilitation of visa processing for employees end to end which includes issuance of tickets. • Hotel arrangements for foreign guests and supporting employees who are travelling to outside or within Pakistan. • Managing vehicle travel arrangements on need basis. • Responsible for facilities management arrangements as per requirement. • Responsible for building O&M. Your Typical day at work Visa Processing • Coordinate visa applications and renewals for employees, ensuring compliance with relevant regulations. • Liaise with immigration authorities and embassy/consulate officials as necessary. • Maintain accurate records of visa statuses and expiration dates. • Collaboration with govt bodies registration (FIA, MOI, etc.) Ticketing • Arrange domestic and international travel for employees, including flights and other transportation as required with coordination to travel agencies. • Handle ticket changes, cancellations, and refunds as needed. Hotel Management • Manage hotel bookings for business trips, conferences, and other events. • Ensure accommodations meet the needs and preferences of employees, including foreign guests. Building O&M • Responsible for building maintenance and coordinating with the vendors. • Managing building daily operational activities. Vehicle Arrangements • Coordinate transportation services, including rental cars, chauffeur-driven vehicles, and shuttle services, scheduling pick & drops. • Identifying opportunities to improve policies and procedures. • Serve as a point of contact for facilities-related inquiries from employees, vendors, and external partners. • Ensuring documentation and updating of SOPs. • Managing ad hoc projects and tasks as and when required e.g. arranging awayday activity. • Maintaining, reviewing and updating daily task list/checklists. - Medical insurance renewal & endorsements. - Fuel card activities / deactivation for eligible staff. - Responsible for office inventory, giveaways, clearance for resigned employees etc. - Visa Processing and Co-ordinate with Government offices. - Pick and drop from office/Hotel to Airport for all the Vip guests. Note: Above goals and job descriptions are indicative and subject to change. Eligibility Criteria Experience and Qualification: • Graduate / Master's with minimum 2 years of experience. • Proven experience in facilities management, travel coordination, or similar roles. • Strong organizational and multitasking skills, with the ability to prioritize tasks effectively. • Excellent communication and interpersonal skills, with the ability to interact professionally at all levels. • Familiarity with visa regulations, travel logistics, and hotel booking processes. • Attention to detail and a proactive approach to problem-solving. Functional Skills / Knowledge Areas • Good knowledge on processes of visa application • Ability to handle time pressure, extensive workload effectively and efficiently. • Ready to accept challenges and meet stringent deadlines