Lead - Facilities & Admin

We are looking for a proactive and detail-oriented Facility & Administration Executive to oversee the day-to-day administration and facility operations across our office premises. The ideal candidate will ensure a safe, efficient, and well-maintained workplace while coordinating with internal stakeholders and external vendors to deliver seamless administrative support.

Key Responsibilities

Facility Management

• Manage the day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment.
• Oversee housekeeping, security, cafeteria, pantry, and office maintenance services.
• Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment.
• Ensure all facility-related issues are resolved within agreed service levels.
• Conduct periodic facility inspections and recommend improvements.

Administration

• Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies.
• Handle procurement of office stationery, pantry supplies, and administrative consumables.
• Maintain office assets, inventory records, and vendor documentation.
• Coordinate employee onboarding and offboarding from a facilities perspective (workspace allocation, ID cards, access cards, etc.).
• Support office events, employee engagement activities, and leadership meetings

Vendor Management

• Identify, onboard, and manage facility and administration vendors.
• Monitor vendor performance and ensure adherence to service-level agreements (SLAs).
• Process vendor invoices, purchase orders, and payment requests in coordination with the Finance team.
• Negotiate vendor contracts and optimize operational costs.

Compliance & Safety

• Ensure compliance with workplace safety standards and statutory regulations.
• Coordinate fire safety drills, emergency preparedness activities, and health & safety audits.
• Maintain records related to facility compliance, insurance, licenses, and certifications.
• Work closely with internal stakeholders to ensure a safe and compliant workplace.

Budget & Reporting

• Assist in preparing and managing the annual administration and facility budget.
• Track facility expenses and identify opportunities for cost optimization.
• Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Hospitality, Facility Management, or a related discipline.
• 3–10 years of experience in Facility Management and Administration.
• Experience managing corporate offices, preferably in a technology, startup, or corporate environment.
• Strong vendor and stakeholder management skills.
• Excellent organizational and multitasking abilities.
• Good knowledge of office administration processes.
• Familiarity with facility management systems and workplace operations.
• Experience in procurement and inventory management.
• Working knowledge of workplace safety and statutory compliance.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).