Office Administrator

Job Summary

The Office Administrator is responsible for ensuring smooth day-to-day facility operations within the office environment. The role involves administration of office infrastructure, vendor coordination, workplace safety, asset management, housekeeping, utility monitoring, and employee support services to maintain a safe, efficient, and productive workplace.

Key Responsibilities

Facility Operations:

• Oversee daily operations of office facilities, including workstations, meeting rooms, cafeteria, common areas, and utilities.
• Ensure proper functioning of electrical, HVAC, UPS, DG backup, lighting, plumbing, fire safety, and access control systems.
• Coordinate preventive and corrective maintenance activities.
  
  

Vendor & AMC Management:

• Manage facility vendors, including housekeeping, security, pest control, cafeteria, transport, and maintenance contractors.
• Monitor Annual Maintenance Contracts (AMCs) and service delivery compliance.
• Track vendor performance against SLAs and escalate service issues when required.
  
  

Administration & Compliance:

• Maintain facility records, maintenance logs, statutory documentation, and audit reports.
• Support compliance with local labor laws, fire safety regulations, environmental standards, and company policies.
• Assist during facility audits, inspections, and compliance reviews.
  
  

Workplace Management:

• Ensure office cleanliness, hygiene, and employee comfort standards are maintained.
• Manage seating allocation, office moves, workstation setup, and meeting room readiness.
• Coordinate office events, employee engagement activities, and visitor management support.
  
  

Asset & Inventory Management:

• Maintain inventory of office assets, consumables, stationery, and facility equipment.
• Track issuance and movement of assets and coordinate repairs or replacements.
• Support procurement activities related to facility requirements.
  
  

Safety & Emergency Preparedness:

• Support implementation of workplace safety procedures and emergency response plans.
• Coordinate mock drills, evacuation procedures, and first-aid readiness.
• Ensure fire extinguishers and safety equipment are regularly inspected and maintained.
  
  

Budget & Reporting:

• Track facility expenses and assist in budget planning and cost optimization initiatives.
• Prepare MIS reports related to facility operations, maintenance activities, and vendor performance.
  
  

Required Skills & Competencies

• Strong administrative and coordination skills
• Knowledge of facility management practices in IT/ITES environments
• Vendor management and negotiation skills
• Basic understanding of electrical, HVAC, and building systems
• Good communication and interpersonal skills
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in MS Office and facility tracking systems
  
  

Qualification & Experience

• Bachelor's degree in Administration, Facility Management, Engineering, or related field.
• 3–8 years of experience in facilities administration, preferably in IT/ITES or corporate office environments.
• Experience managing vendors, AMCs, and workplace operations preferred.
  
  

Preferred Experience

• Exposure to large office campuses or multi-floor operations
• Familiarity with ISO standards, EHS practices, and workplace compliance
• Experience in handling employee transport, cafeteria, or security coordination is an advantage
  
  

Key Performance Indicators (KPIs)

• Facility uptime and maintenance compliance
• Vendor SLA adherence
• Employee workplace satisfaction
• Timely closure of facility tickets/issues
• Cost control and budget adherence
• Audit and compliance readiness
  
  

Working Conditions

• Office-based role with coordination across multiple departments and vendors.
• May require availability during emergencies, maintenance shutdowns, or weekend support activities.