Senior Administration Executive

Role & responsibilities

Location: Bengaluru
Department: Administration & Facilities
Designation: Senior Executive Administration
Experience: 46 Years
Employment Type: Full-Time / Contract
Career Growth: Potential to grow into a Facility Lead role, managing a corporate office of 45,000+ sq. ft.

Role Overview

We are looking for a proactive, energetic and people-oriented professional to manage workplace operations and deliver an excellent employee experience at our Bengaluru office.

The role focuses on employee experience, guest hospitality, facility operations, vendor management, procurement, F&B services and workplace safety.

The ideal candidate should be hands-on, service-oriented and demonstrate the potential to grow into a Facility Lead role with end-to-end operational responsibility.

Key Responsibilities

1. Employee Experience & Guest Management

• Act as the first point of contact for employee facility needs and workplace support.
• Conduct regular floor walks, gather feedback and ensure timely resolution of concerns.
• Manage reception, visitor hospitality, client visits and leadership arrangements.
• Coordinate employee engagement activities, events, town halls and new joiner support.
• Maintain a welcoming, comfortable and employee-friendly workplace.

2. Facility Operations & F&B

• Oversee daily housekeeping, security, pantry, cafeteria and general facility services.
• Monitor food quality, hygiene, service standards and employee satisfaction.
• Coordinate maintenance activities, including HVAC, electrical, plumbing and office infrastructure.
• Conduct workplace inspections and ensure timely closure of facility issues.
• Coordinate with building management and technical service providers.

3. Vendor Management

• Manage housekeeping, security, F&B, maintenance and other administrative vendors.
• Monitor service delivery, vendor SLAs, contract compliance and performance.
• Conduct vendor reviews, resolve escalations and drive service improvements.
• Validate vendor attendance, invoices and service records.
• Support vendor selection, negotiations and contract renewals.

4. Procurement & Cost Management

• Manage administrative purchases, office supplies, consumables and facility requirements.
• Coordinate PRFs, quotations, comparative statements, purchase orders and delivery follow-ups.
• Work with Procurement and Finance teams on vendor onboarding and invoice processing.
• Monitor expenses, budgets, inventory and asset records.
• Identify opportunities for cost optimisation and process improvements.

5. Health, Safety & Compliance

• Maintain workplace health, safety, hygiene and emergency preparedness standards.
• Coordinate fire drills, first-aid readiness and safety awareness activities.
• Identify workplace risks and ensure corrective actions.
• Support statutory compliance and safety documentation.

6. Reporting & Stakeholder Management

• Maintain facility MIS, vendor performance reports, expense trackers and operational checklists.
• Coordinate effectively with employees, HR, IT, Finance, Procurement and leadership.
• Ensure timely communication, escalation and closure of workplace issues.

Required Skills & Competencies

• Excellent communication and interpersonal skills mandatory.
• Strong employee service mindset with a focus on workplace hospitality.
• Proactive, approachable, well-presented and solution-oriented.
• Good knowledge of facility operations, vendor management and procurement.
• Strong coordination, negotiation and problem-solving abilities.
• Ability to multitask, take ownership and work independently.
• Proficiency in MS Office, Excel, email communication and reporting.
• Leadership potential to manage a large corporate facility.

Language Requirements

• English: Mandatory Strong written and verbal communication.
• Kannada: Mandatory Good speaking proficiency.
• Hindi: Added advantage.

Qualification & Experience

• 46 years of experience in corporate administration, facility management, workplace experience or hospitality.
• Experience in IT/ITES, MNCs or large corporate offices preferred.
• Exposure to vendor management, procurement, F&B and facility operations.
• Experience managing outsourced service teams and medium-to-large office facilities will be an advantage.
• Bachelor's degree in Business Administration, Facility Management, Hospitality or a related discipline is an added advantage.

Career Growth – Future Facility Lead

The candidate should demonstrate the ability to progressively take ownership of a 45,000+ sq. ft. corporate facility, including:

• End-to-end facility operations and employee experience.
• Vendor and outsourced workforce management.
• Procurement, budget management and cost optimisation.
• Workplace safety, compliance and operational governance.
• Stakeholder management, service improvements and leadership reporting.

Ideal Candidate Profile

We are seeking a hands-on, people-focused professional with strong communication skills, a hospitality mindset and operational ownership.

The candidate should be visible on the floor, proactive in addressing employee needs and confident in managing vendors and workplace services.

Our objective is to develop this individual into a future Facility Lead capable of independently managing a 45,000+ sq. ft. corporate workplace.