Manager - Facilities & Admin

We are seeking a seasoned Manager - Facilities & Admin to join our Business Center at Coimbatore.

OVERVIEW

Leads a team of facility supervisors and specialized analysts, focusing on setting objectives and plans that directly impact short-term (up to 1 year) operational results. Oversee the operation and maintenance of buildings, equipment, and grounds, ensuring compliance with all procedures, policies, and regulations.

Ensures compliance with regulations, manages equipment needs, negotiates contracts, and ensures projects meet specifications and budgets. Plans the organizational structure of the facilities, manages critical vendor relationships, and may oversee facilities security, working with leasing, property management, and planning organizations. Tackles complex problems requiring cross-disciplinary understanding and analysis, drawing on best practices and expertise Interacts with senior management on matters related to facilities, influencing and persuading in sensitive situations while maintaining relationships.

Lead and manage all administrative and facilities operations across four Avantor Business Center locations to ensure seamless, cost-effective, safe, and compliant workplace environments that support business objectives and enhance employee experience.

MAJOR JOB DUTIES, RESPONSIBILITIES & DELIVERABLES

• Facilities Management (Overall All Services)
• Oversee day-to-day operations, maintenance, and upkeep of all 4 ABC facilities
• Manage preventive and corrective maintenance of HVAC, electrical, plumbing, fire-fighting systems, elevators, generators, etc.
• Lead space planning, office fit-outs, renovations, and relocation projects.
• Negotiate, manage, and monitor contracts with facility service providers (cleaning, security, pest control, catering, landscaping, waste management, etc.).
• Ensure 100% compliance with local municipality, civil defence, health & safety, and environmental regulations in all locations.
• Implement and track energy conservation and sustainability initiatives as per Avantor Global standards
• Administration & General Services
• Manage front-office operations, reception, travel desk, and hotel bookings
• Oversee company fleet management, transport logistics, and driver allocation @locations having these services.
• Handle procurement of office supplies, furniture, stationery, pantry items, and employee merchandise.
• Administer insurance policies for assets, vehicles, and third-party liability.
• Manage & collaborate for visa processing as applicable.
• Budgeting & Cost Control
• Prepare and manage annual admin & facilities budgets for all 4 locations.
• Achieve cost savings through vendor re-negotiation, energy efficiency, and process optimization while maintaining service quality.
• Team Leadership & People Management
• Lead, mentor, and develop a team of 15-30 staff across (including vendor) the 4 GCC facilities.
• Conduct performance appraisals, training needs identification, and succession planning.
• Foster a culture of service excellence and accountability.
• Health, Safety & Business Continuity
• Chair the office Health & Safety committee (as applicable) ensure regular fire drills, audits, and incident reporting.
• Maintain business continuity plans and disaster recovery protocols for facilities.
• Reporting & MIS
• Provide monthly dashboards on facilities uptime, cost per sqm, energy consumption, vendor performance, and employee satisfaction scores.
• Prepare capex proposals for facility upgrades and expansions.

QUALIFICATIONS

• Bachelor's degree (Master's or MBA preferred).
• 10-14 years of progressive experience in administration and facilities management, with at least 4-5 years in a managerial role handling multiple sites.
• Proven experience managing facilities in at least two ABC s.
• Knowledge of local regulations will be an advantage.

KNOWLEDGE SKILLS AND ABILITIES

• Excellent vendor and contract negotiation skills.
• Budgeting, cost-control, and financial acumen.
• Project management (fit-out and relocation projects).
• Leadership and people management.
• Strong communication and stakeholder management
• Proficient in MS Office, and Power BI (preferred).
• Experience with strategic initiatives with ability to work cross-functionally
• Excellent communication skill, planning & problem-solving. Knowledge of ABS, Kaizen
• Knowledge of SAP (good to have)

ENVIRONMENTAL WORKING CONDITIONS & PHYSICAL EFFORT

• Typically works in an office environment with adequate lighting and ventilation and a normal range of temperature and noise level.
• Work assignments are diversified. Examples of past precedent are used to resolve work problems. New alternatives may be developed to resolve problems.
• A frequent volume of work and deadlines impose strain on routine basis.
• Minimal physical effort is required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting or carrying objects that typically weigh less than 10 lbs.
• The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.

Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Avantor is proud to be an equal opportunity employer.

Why Avantor

Dare to go further in your career. Join our global team of 14,000+ associates whose passion for discovery and determination to overcome challenges relentlessly advances life-changing science.

The work we do changes people's lives for the better. It brings new patient treatments and therapies to market, giving a cancer survivor the chance to walk his daughter down the aisle. It enables medical devices that help a little boy hear his mom's voice for the first time. Outcomes such as these create unlimited opportunities for you to contribute your talents, learn new skills and grow your career at Avantor.

We are committed to helping you on this journey through our diverse, equitable and inclusive culture which includes learning experiences to support your career growth and success. At Avantor, dare to go further and see how the impact of your contributions set science in motion to create a better world. Apply today!

EEO Statement:

We are an Equal Employment/Affirmative Action employer and VEVRAA Federal Contractor. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state/province, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

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3rd party non-solicitation policy:

By submitting candidates without having been formally assigned on and contracted for a specific job requisition by Avantor, or by failing to comply with the Avantor recruitment process, you forfeit any fee on the submitted candidates, regardless of your usual terms and conditions. Avantor works with a preferred supplier list and will take the initiative to engage with recruitment agencies based on its needs and will not be accepting any form of solicitation