Facility Management Administrator

Role & responsibilities

To lead strategic procurement, vendor governance, AMC management, repair and maintenance operations, compliance monitoring, ESG initiatives, payment processing, and infrastructure support across all business locations. [Document1- JD- Main | Word]

Key Responsibilities

1. Strategic Procurement & Vendor Management

• Lead procurement of all administration and facility-related services.
• Develop sourcing and cost optimization strategies.
• Conduct commercial negotiations and vendor finalization.
• Establish vendor empanelment and governance frameworks.
• Manage vendor performance reviews and SLA compliance.
• Develop alternate sourcing strategies to minimize dependency risks. [Document1- JD- Main | Word]

Procurement Categories

• Security Services
• Housekeeping Services
• Facility Management Services
• HVAC & Air Conditioning
• CCTV & Surveillance
• Fire & Safety Systems
• Electrical Equipment
• Furniture & Fixtures
• Civil & Interior Projects
• Access Control Systems
• Employee Welfare Procurement [Document1- JD- Main | Word]

2. AMC Management

• Manage procurement and renewal of all AMC contracts.
• Ensure timely renewals before expiry.
• Review scope, coverage, and commercial terms.
• Monitor SLA compliance and preventive maintenance schedules.
• Drive cost optimization through negotiations. [Document1- JD- Main | Word]

3. Repair & Maintenance

• Lead preventive and breakdown maintenance activities.
• Manage HVAC, electrical, civil, plumbing, CCTV, and fire systems.
• Develop annual maintenance plans and budgets.
• Ensure business continuity through proactive maintenance practices. [Document1- JD- Main | Word]

4. Compliance & Governance

• Ensure compliance with all statutory and regulatory requirements.
• Monitor vendor compliance documentation.
• Manage: 
• Labour Law Compliance
• PF & ESIC Compliance
• GST Documentation
• Insurance Compliance
• Contractor Compliance
• Fire & Safety Compliance
• Implement administration governance controls. [Document1- JD- Main | Word]

5. Payment Processing & Financial Controls

• Validate vendor invoices and work completion.
• Process vendor payments within agreed timelines.
• Coordinate with Finance teams.
• Monitor vendor outstanding reports.
• Manage monthly provisions and accruals.
• Conduct expenditure reconciliation and financial control checks. [Document1- JD- Main | Word]

6. ESG & Workplace Initiatives

• Drive energy conservation and sustainability initiatives.
• Manage waste reduction and green office programs.
• Support ESG compliance and reporting.
• Lead employee welfare, health, and workplace safety initiatives. [Document1- JD- Main | Word]

7. Audit Participation

• Support audit requirements with data and documentation.
• Assist in closure of procurement, compliance, and operations-related audit observations. [Document1- JD- Main | Word]

8. MIS & Leadership Reporting

• Prepare management dashboards covering: 
• Procurement Savings
• Vendor Performance
• Compliance Status
• AMC Renewals
• Maintenance Metrics
• ESG Initiatives
• Budget Utilization
• Present monthly operational reviews to leadership. [Document1- JD- Main | Word]

Experience

• 8-10+ years in Procurement, Vendor Management, Facility Operations, Compliance, and Infrastructure Services.
• Strong experience in negotiation, contract management, AMC administration, and operational governance.

Common Responsibilities (Applicable to Both Juzar & Rohit)

1. Branch Infrastructure Management

• Support branch openings, relocations, renovations, consolidations, and closures.
• 2. Budgeting & Cost Control
• Assist in annual budgeting and forecasting.
• Monitor expenses against approved budgets.
• Drive cost optimization and productivity initiatives.
• Identify opportunities for operational savings.

3. Vendor Governance

• Ensure vendor SLA adherence.
• Participate in vendor performance reviews.
• Escalate critical service failures and drive resolutions.
• Support vendor audits and compliance verification.

4. Audit & Compliance Support

• Support Internal, External, Statutory, and Regulatory Audits.
• Provide required MIS, documents, and evidences.
• Track closure of observations within timelines.
• Implement corrective and preventive actions.

5. Risk Management & Business Continuity

• Identify operational risks across branches and offices.
• Ensure critical facility and infrastructure uptime.
• Support contingency planning and emergency response initiatives.

6. Management Information System (MIS)

• Prepare monthly dashboards and management reports.
• Track KPIs, service levels, costs, projects, and compliance status.
• Present periodic updates to leadership.

7. Stakeholder Management

• Coordinate with Business Heads, HR, Finance, Legal, IT, Procurement, and Facility partners.
• Drive issue resolution through cross-functional collaboration.
• Ensure high service standards for internal customers.

8. Team Management

• Manage regional teams and service partners.
• Set performance objectives and review outcomes.
• Develop succession and capability-building plans.