Job Description
Responsibilities
Administration & Facility Management
Oversee day-to-day administration and facility operations to ensure smooth
business functioning.
Manage office infrastructure, utilities, workspace allocation, and facility services.
Coordinate preventive and corrective maintenance activities for HVAC, electrical
systems, plumbing, generators, fire safety equipment, and other facility assets.
Ensure optimum utilization of office space, meeting rooms, and common areas.
Monitor utility consumption and implement cost-control measures.
Vendor & Contract Management
Manage relationships with facility service providers, contractors, and vendors.
Monitor vendor performance and ensure compliance with service level
agreements (SLAs).
Coordinate Annual Maintenance Contract (AMC) renewals and service
schedules.
Obtain quotations, process purchase requests, and ensure procurement activities
comply with company policies.
Housekeeping, Security & Safety
Supervise housekeeping, pantry, security, and maintenance staff to maintain a
safe, clean, and professional workplace.
Ensure compliance with workplace safety standards, emergency preparedness
procedures, and fire safety requirements.
Conduct regular safety inspections, audits, and emergency drills.
Monitor CCTV, access control systems, visitor management systems, and
security operations.
Compliance & Documentation
Maintain statutory compliance related to facility operations, including licenses,
permits, insurance, and safety certifications.
Ensure timely renewal of statutory approvals, AMCs, and compliance documents.
Maintain organized digital and physical records of contracts, licenses, vendor
documents, inspection reports, and facility records.
Support internal and external audits by providing required documentation and
compliance records.
Asset & Inventory Management
Maintain accurate records of company assets, including tagging, allocation,
movement, and disposal.
Monitor inventory levels of office supplies, stationery, pantry items, and facility
consumables.
Coordinate procurement and replenishment activities to ensure uninterrupted
operations.
Guest & Visitor Management
Ensure professional reception and hospitality arrangements for visitors, clients,
vendors, and senior management.
Manage visitor registrations, access permissions, meeting room readiness, and
guest logistics.
Coordinate travel, accommodation, and transportation arrangements when
required.
Office Projects & Interior Coordination
Coordinate office renovation, fit-out, relocation, and interior modification
projects.
Supervise contractors and monitor project execution to ensure quality, safety,
budget, and timeline adherence.
Conduct inspections and ensure completed work meets approved specifications
and company standards.
Team Management
Lead and supervise administration support staff, including housekeeping,
security, pantry personnel, and technicians.
Allocate responsibilities, monitor attendance, and ensure operational efficiency.
Provide guidance and training to improve service quality and team performance.
Reporting & Budget Management
Prepare periodic administration and facility management reports.
Monitor facility budgets, expenses, and vendor costs.
Identify and implement cost-saving initiatives without compromising service
quality.
Maintain incident reports, maintenance logs, visitor records, and compliance
trackers.
Technology & Facility Systems
Coordinate with IT and service providers for smooth functioning of biometric
attendance systems, access control, CCTV, intercoms, and related infrastructure.
Monitor system uptime and ensure timely issue resolution.
Candidate
Requirements
Graduate/Postgraduate in Business Administration, Facility Management,
Operations, or related field.
3–8 years of experience in Administration, Facilities Management, Workplace
Operations, or Corporate Services.
Experience handling office facilities, vendors, statutory compliances, and
administration functions.
Proficiency in MS Office, ERP/HRMS systems, and document management
practices.
Skills: vendors,office,operations,administrative,management
