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.
4–10 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).

Lead - Facilities & Admin