Job Description – Facility Manager
Company: Phoenix Business Advisory
Department: Administration & Operations
Location: Ahmedabad
Employment Type: Full-Time
Experience: 2–4 Years
Reports To: HR Manager
About Phoenix Business Advisory
Phoenix Business Advisory is a business advisory firm specializing in business immigration and related advisory services. We are committed to maintaining a professional, efficient, and well-managed workplace that supports our employees and business operations.
Job Summary
We are looking for an experienced and proactive Facility Manager to oversee the day-to-day management, maintenance, safety, and smooth functioning of the office facilities.
The ideal candidate will be responsible for ensuring that the workplace remains safe, clean, well-maintained, and fully operational. The role will involve coordinating with vendors, managing office infrastructure and housekeeping, monitoring facility-related expenses, handling administrative requirements, and ensuring timely resolution of facility-related issues.
Key Responsibilities
1. Facility & Office Management
- Manage the day-to-day operations and overall upkeep of the office premises.
- Ensure the office is clean, organized, safe, and well-maintained.
- Monitor office infrastructure, furniture, fixtures, electrical systems, air conditioning, plumbing, and other facilities.
- Identify maintenance requirements and ensure timely resolution of issues.
- Conduct regular inspections of office facilities and identify potential operational concerns.
2. Vendor & Service Provider Management
- Coordinate with housekeeping, security, maintenance, pest control, electrical, plumbing, and other service providers.
- Maintain strong relationships with vendors and ensure services are delivered as per agreed standards.
- Obtain quotations and coordinate approvals for facility-related purchases and services.
- Track vendor bills, contracts, renewals, and service schedules.
- Ensure timely escalation and resolution of vendor-related issues.
3. Office Administration
- Manage office supplies, stationery, pantry requirements, and other administrative consumables.
- Monitor inventory levels and ensure timely procurement of required items.
- Maintain records of office assets, equipment, and facility-related materials.
- Coordinate office seating arrangements, employee requirements, and workspace-related activities.
- Support office events, meetings, employee engagement activities, and other organizational requirements.
4. Safety & Security
- Ensure compliance with workplace safety and security standards.
- Coordinate with security personnel and monitor office access and visitor management.
- Ensure fire safety equipment and emergency systems are maintained and inspected periodically.
- Coordinate emergency repairs and address safety-related concerns promptly.
- Maintain necessary facility and safety documentation.
5. Maintenance & Infrastructure
- Plan and coordinate preventive and corrective maintenance activities.
- Ensure timely servicing of electrical, HVAC/AC, plumbing, internet/network infrastructure, and other office equipment.
- Coordinate with relevant teams for repairs and technical issues.
- Maintain records of maintenance activities and service schedules.
- Minimize operational disruptions by proactively identifying facility issues.
6. Budget & Cost Management
- Monitor facility and administrative expenses.
- Maintain records of facility-related expenditures and vendor payments.
- Support budgeting and cost-control initiatives.
- Identify opportunities to reduce unnecessary operational expenses while maintaining service quality.
7. Employee Support
- Address employee concerns related to office facilities and workplace infrastructure.
- Ensure employees have access to a comfortable and functional working environment.
- Coordinate with HR and Operations on employee-related facility requirements.
- Respond promptly to facility-related requests and ensure proper closure.
8. Compliance & Documentation
- Maintain proper documentation related to vendors, contracts, maintenance, assets, and facility operations.
- Ensure required licenses, certificates, inspections, and renewals are tracked and completed on time.
- Support management and HR during internal audits or compliance requirements related to facilities.
Required Skills & Qualifications
- Bachelor's degree in Facility Management, Business Administration, Operations, or a related field.
- 3–6 years of experience in facility management, office administration, workplace operations, or a similar role.
- Strong vendor management and negotiation skills.
- Good knowledge of office infrastructure and maintenance requirements.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Ability to handle emergencies and resolve operational issues effectively.
- Good knowledge of MS Office/Google Workspace and basic administrative tools.
- Ability to coordinate with multiple internal teams and external vendors.
Preferred Skills
- Experience managing corporate offices.
- Experience handling multiple vendors and service providers.
- Knowledge of workplace health, safety, and security practices.
- Basic understanding of electrical, plumbing, HVAC, and general building maintenance.
- Strong problem-solving and decision-making abilities.
- Ability to work independently and take ownership of facility-related responsibilities.
Key Performance Indicators (KPIs)
- Timely resolution of facility and maintenance issues.
- Office cleanliness and overall workplace standards.
- Effective vendor management and service quality.
- Cost control and efficient utilization of facility budgets.
- Timely completion of preventive maintenance.
- Availability and maintenance of office supplies and infrastructure.
- Employee satisfaction regarding workplace facilities.
- Compliance with safety and facility-related requirements.
What We Offer
- Professional and growth-oriented work environment.
- Opportunity to work closely with management and cross-functional teams.
- Exposure to overall workplace operations and administration.
- Opportunities for professional growth and development.
Interested candidates can share their updated CV with the HR Team.
Pay: ₹16,232.12 - ₹25,000.00 per month
Benefits:
Work Location: In person
