Executive - MIS

Job Title

Job Description Summary

Job Description

Role Title:

MIS executive

Division /Region:

Pune

Line of business:

Facility Management

Location:

Pune

Part Time, Full Time,
or Fixed Term Contract:

Full Time

Job Classification:

Operation & Maintenance

Job Profile:

Data analyst

1.2. Reporting Relationships

This role will report into Site Manager

1.3. Scope of Role

• MIS & Reporting Management
• Preparation and submission of Daily MIS, Weekly MIS, and Monthly Reports as per defined SLAs.
• Compilation of Monthly Management Report (MMR) by collecting inputs from all departments (Technical, Soft Services, Security, etc.).
• Maintaining and updating Daily MIS Report (DMR) with accurate operational data.
• Ensuring accuracy, consistency, and timeliness of reports shared with stakeholders.
• Operations Coordination

• Coordination with Engineering Manager (EM) and department heads to maintain critical site trackers.
• Monitoring and tracking PPM (Planned Preventive Maintenance) activities through CAFM/Evolution system.
• Follow-up for closure of complaints, audit observations, and open issues with respective teams.
• Preparation of delay analysis reports for pending tasks.

• Data Management & Documentation

• Maintaining records of all internal and external communications.
• Managing trackers for complaints, PPM, audits, consumables, and compliance records.
• Ensuring proper documentation and data archiving for audits and reference purposes.

• Financial & Administrative Support

• Handling Imprest account at site level with proper tracking and reconciliation.
• Supporting budgeting and expense tracking under guidance of site management.

1.4. Key Relationships

  Internal: Site Team, Engineering, Soft Services, Security, Admin

  External: Client Representatives, Vendors, External Agencies

1.5. Job Purpose

• To ensure efficient MIS reporting, data management, and coordination of site operations, enabling effective decision-making, compliance monitoring, and smooth functioning of facility management services.

1.6. Accountabilities

Key Result Area

Major Activities

MIS & Reporting

- Ensure timely submission of MIS reports as per SLA.
- Prepare and submit Monthly MMR by collecting inputs from departments.
- Maintain and update Daily MIS (DMR).

PPM & Complaint Tracking

- Track, assign, and close PPM activities in CAFM/Evolution.
- Monitor complaint closure status and follow up with teams.

Coordination & Follow-up

- Coordinate with EM and section heads for maintaining trackers.
- Follow up on pending complaints, audit points, and action items.

Data & Documentation

- Maintain records of communications with external agencies.
- Prepare delay reports and compliance documentation.

Financial Support

- Manage site imprest account and maintain records of expenses.

Other Responsibilities

- Take additional responsibilities assigned by management.
- Support process improvement and operational efficiency initiatives.

1.7. Authority

• Ensure timely and accurate submission of MIS, DMR, and reports.
• Monitor closure of complaints, PPM, and audit observations.
• Maintain communication records and issue reminders to concerned stakeholders.
• Track OHS objectives and ensure timely action completion.

1.8. OH&S Responsibility

• Ensure understanding and compliance with OHS&W Policy.
• Follow safety management systems (SOPs, manuals, procedures).
• Participate in safety meetings, employee consultation forums, and training programs.
• Identify workplace risks and ensure implementation of control measures.
• Report incidents, unsafe conditions, and near misses.
• Ensure compliance with Permit to Work (PTW) and risk assessment practices (JSA, HIRA, TBT).
• Maintain all OH&S documents as per assigned responsibilities.

1.7. Background & Experience

• Professional Experience:

Professional Experience:

• 2–5 years of experience in MIS, reporting, or facility management support roles.
• Experience in handling data, dashboards, and reporting systems in commercial/IT parks.

• Behavioral Competencies:
• Strong coordination and follow-up skills
• High attention to detail and accuracy
• Time management and ability to meet deadlines
• Good communication and stakeholder management

1.8. Qualifications & Technical Skills

• Education:
• Graduate in Commerce / Management / IT / any relevant discipline
• Technical Skills:
• ·  Advanced proficiency in MS Excel (Pivot Tables, VLOOKUP, Dashboards)
•   Knowledge of CAFM / CMMS tools (e.g., Evolution)
•   Strong reporting and analytical skills
•   Basic understanding of facility operations

Organisational Core capabilities:

  Data Accuracy & Analysis – Ability to manage and validate data effectively

  Coordination Skills – Efficient follow-up with multiple stakeholders

  Reporting & Documentation – Strong MIS and report preparation capability

  Process Orientation – Adherence to SLAs and structured workflows

  Customer Focus – Supporting site operations and client reporting needs

[Based on whether the role is an Individual Contributor, People Manager or Executive, remove the rows in each value section that is not relevant]