Job Description
Job Title
Manager - Office Administration & Facility Management
Reporting To
Head of Operations
Job Summary
The Office Administration & Facility Management Manager will be responsible for the smooth day-to-day functioning of the office by managing administrative operations, facilities, vendor relationships, office assets, and employee support services. The role ensures a safe, efficient, and well-maintained workplace while maintaining cost control and compliance with company policies and candidate should have basic IT knowledge.
Key Responsibilities
Administration
- Oversee daily office administration and ensure smooth office operations.
- Maintain office seating arrangements and workspace allocation.
- Manage office supplies, stationery, pantry items, and housekeeping requirements.
- Maintain office records, registers, and administrative documentation.
- Coordinate courier, postal, and dispatch activities.
- Organize internal meetings, events, and employee engagement activities.
- Assist in travel bookings, accommodation, and logistics when required.
Facility Management
- Ensure proper maintenance of office infrastructure and facilities.
- Coordinate preventive and breakdown maintenance of electrical, plumbing, HVAC, fire safety systems, DG sets, UPS, elevators, and office equipment.
- Supervise housekeeping, security, cafeteria, and maintenance staff.
- Conduct periodic facility inspections to ensure cleanliness and safety.
- Ensure uninterrupted availability of utilities such as electricity, water, internet, and telecom services.
- Monitor office repairs, renovations, and fit-out activities.
Vendor Management
- Identify, negotiate, and manage facility and administrative vendors.
- Monitor vendor performance and ensure adherence to service level agreements (SLAs).
- Verify vendor invoices and coordinate timely payments with the finance team.
- Renew annual maintenance contracts (AMCs) and service agreements.
Asset Management
- Maintain inventory of office furniture, equipment, laptops, access cards, keys, and other assets.
- Track asset allocation, movement, maintenance, and disposal.
- Conduct periodic physical verification of office assets.
Compliance & Safety
- Ensure compliance with office safety standards and statutory requirements.
- Maintain records related to facility compliance, insurance, and statutory certificates.
- Ensure workplace health, hygiene, and security standards are maintained.
Budget & Cost Control
- Prepare and monitor administration and facility budgets.
- Track monthly operational expenses and identify cost-saving opportunities.
- Maintain records of utility consumption and service costs.
Employee Support
- Act as the primary point of contact for office administration and facility-related requests.
- Resolve employee concerns related to office infrastructure and workplace services.
- Support onboarding by arranging workstations, access cards, and office assets for new employees.
Qualifications
- Bachelor's degree, Commerce, Management, or a related field.
- Certification in Facility Management or Administration is an added advantage.
Experience
- 3–6 years of experience in office administration and facility management.
- Experience in corporate office administration is preferred.
Required Skills
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Vendor and contract management experience.
- Budgeting and cost control knowledge.
- Inventory and asset management.
- Problem-solving and decision-making skills.
- Good knowledge of MS Office (Excel, Word, PowerPoint).
- Ability to work independently and manage multiple priorities.
- Should have basic IT knowledge
Working Conditions
- Full-time office-based role.
- May require occasional travel to CEO home or vendor locations.
- Availability beyond normal working hours during office relocations, audits, or emergency maintenance.
Pay: Up to ₹50,000.00 per month
Benefits:
- Cell phone reimbursement
- Health insurance
- Paid sick time
Education:
Experience:
- Office Administration: 3 years (Required)
- Facility Management: 3 years (Required)
- Vendor management: 3 years (Required)
Location:
- HSR Layout, Bengaluru, Karnataka (Preferred)
Willingness to travel:
Work Location: In person
