Assistant Administration And Facilities Manager

Position Overview:

The Assistant Admin Manager supports Team Lead Facility Operations in day-to-day operations for a corporate office of 1,000 employees. The role covers supervising staff, managing facilities and vendors, and ensuring compliance with safety, legal, and sustainability standards.

Key Responsibilities:

• Supervise administrative functions including front desk, housekeeping, and physical security.
• Manage transport operations (vehicle service, fuel, chauffeurs, RTO, costs, PUC compliance).
• Oversee sustainability initiatives for energy, water, and materials; support solar power management and Green Building norms (IGBC).
• Ensure compliance with statutory requirements, EHS, labour laws (PF, ESIC, gratuity), and manage incident investigations.
• Implement 5S, preventive and corrective maintenance (PPM, CBPM, AMP) for all facilities, including AHU, chillers, DG sets, UPS, BMS, and MEP systems.
• Supervise fire and safety management, audit/inspections (thermography, electrical, fire, HVAC, access control), and emergency preparedness.
• Manage hygiene, cleaning, pest control, and STP operations to maintain workplace standards.
• Administer help desk, space management, inward/outward material control, and workorder management.
• Ensure adherence to HVAC (ASHRAE), illumination, air quality, and workplace noise standards; apply National Building Code guidelines.
• Coordinate with vendors and service providers; negotiate contracts and monitor expenditures.
• Support office events, training, and overall employee well-being.

Job Specification

Education and Qualifications:

• Diploma in Mechanical, Civil, or Electrical Engineering (required), Degree in Mechanical, Civil, or Electrical Engineering (preferred).
• Certificate/Course in Facilities Management (required).
• Certificate in Health & Safety and First Aid (preferred).
• Bachelors degree in business administration, Management, or related field (Preferred).

Experience:

• 4-6 years in office administration/facilities management, with 2+ years in a supervisory role, preferably in a large corporate setting.

Knowledge and Skills:

• Strong knowledge of compliance, statutory management, audit/inspection protocols, EHS, 5S, incident investigation, and labour law implementation.
• Experience with preventive/corrective maintenance, HVAC (ASHRAE), BMS, MEP, energy management (sensors, dimmers, VFD, automation), solar operations, and Green Building norms.
• Familiarity with National Building Code, workplace standards for air and noise, fire & safety, physical security, and incident management.
• Excellent leadership, communication, negotiation, and problem-solving skills.