We are looking for a dynamic and proactive
Facility & Office Excellence Manager to lead and streamline our administrative, facility management, and office operations functions. This is a critical role that ensures our workplace runs efficiently, supports employee productivity, and provides a seamless experience across all aspects of facility operations, asset management, and office services.
Requirements
Key Responsibilities:
- Administrative & Operational Oversight
- Oversee daily office administration activities, including front desk management, vendor coordination, housekeeping, and pantry services.
- Ensure smooth functioning of office utilities, mailroom operations, and transportation/logistics.
- Develop and maintain administrative processes to improve efficiency and ensure compliance.
- Manage office supplies and ensure availability of necessary stationery and equipment.
- Track and control administrative expenses within allocated budgets.
- Facility Management & Office Operations
- Manage all aspects of facility operations, including space planning, preventive maintenance, security, and safety protocols.
- Supervise third-party facility management (FM) vendors, ensuring SLAs are met and services are delivered effectively.
- Ensure all building services and office infrastructure are maintained in good working order.
- Coordinate with housekeeping, security, maintenance, and technical teams to ensure a seamless work environment.
- Oversee maintenance and upkeep of utilities, office assets, HVAC systems, electricals, and plumbing.
- Project & Asset Management
- Lead small to medium-scale workplace projects including office relocation, renovation, seating expansion, and reconfiguration projects.
- Maintain up-to-date records of office assets, oversee procurement, allocation, and lifecycle management of office equipment and furnishings.
- Monitor budgets related to facilities and administrative functions.
- Compliance & Record Keeping:
- Ensure the facility complies with all applicable statutory and regulatory requirements (labour laws, municipal permits, pollution board regulations, etc.).
- Maintain proper documentation for audits, licenses, certifications, and inspections.
- Liaise with government and regulatory bodies for necessary approvals and renewals.
- Security & Safety Oversight:
- Manage on-site security personnel and access control systems to ensure workplace safety.
- Coordinate with internal teams for fire safety drills, evacuation plans, and first-aid readiness.
- Monitor CCTV, visitor management, and incident reporting protocols.
- Event Planning & Execution
- Plan and manage internal and external office events, including town halls, leadership visits, celebrations, offsites, and CSR initiatives.
- Coordinate event logistics end-to-endvenue selection, catering, AV setup, branding, and post-event feedback.
- Partner with internal teams for high-impact events to ensure strong employee engagement and execution excellence.
Key Skills & Qualifications
- Experience: 6-10 years in facility management, office administration, or operations management roles.
- Education: Bachelor's degree in business administration, operations, or related field. Certification in facility or project management is a plus.
- Proven experience in managing facility vendors, handling large-scale office operations, and managing administrative teams.
- Strong organizational and project management skills with a keen eye for detail and ability to multitask.
- Hands-on experience in handling space planning, asset tracking tools, and administrative systems.
- Excellent communication, interpersonal, and negotiation skills.
- Ability to work independently, drive initiatives, and collaborate with multiple stakeholders.
- Tech-savvy with familiarity in facility-related software and tools.
