Senior Operations Manager

About Us

Autopilot Offices is a managed office operator specializing in providing exclusive, built-to-suit office spaces that are tailor-made to meet our clients specific business needs. We operate as a real estate partner for clients by offering end-to-end solutions for office space acquisition, design, build, and management. Our clients range from rapidly growing startups to established organizations.

Our comprehensive services include:

1. Real Estate Acquisition supported by micro-market intelligence.

2. Tailor-Made Design and Build of office spaces in collaboration with clients.

3. Operational Excellence in managing and servicing office spaces, ensuring a seamless experience.

Our mission is to provide a scalable, adaptable office solutions that align with the dynamic demands of today's work environments.

Position: Senior Manager – Operations

Reporting to: Sr GM - Operations

Company: Autopilot Offices

Location: Vadodara

Department: Operations

Job Summary

As a Senior Manager – Operations, you will be responsible for leading and managing the overall operations of Autopilot Offices Vadodara location. The role focuses on ensuring smooth day-to-day facility operations, exceptional client experience, strong vendor governance, operational compliance, budget control, and service excellence.

The ideal candidate should have strong experience in soft services, client management, vendor coordination, compliance, governance, team leadership, and operations budgeting, along with basic technical understanding of facility systems.

Key Responsibilities

1. Soft Services & Client Experience

• Oversee housekeeping, security, front office, cafeteria/hospitality, helpdesk, and overall soft services operations.

• Ensure high standards of cleanliness, safety, hygiene, comfort, and workplace experience for all clients.

• Develop, implement, and monitor Standard Operating Procedures (SOPs) to ensure service quality and consistency.

• Proactively address client queries, complaints, escalations, and feedback to maintain high client satisfaction.

• Drive service excellence and ensure a client-first approach across all operational touchpoints.

2. Client Management & Relationship Building

• Act as the key operations SPOC for clients at the location.

• Build and maintain strong relationships with clients, client representatives, and internal stakeholders.

• Conduct regular client meetings, feedback sessions, and service reviews.

• Understand client expectations and ensure timely resolution of operational concerns.

• Ensure smooth communication between clients, internal teams, vendors, and management.

• Support client retention by delivering consistent service quality and operational reliability.

3. Vendor & Stakeholder Management

• Manage vendor contracts and monitor service delivery for housekeeping, security, catering, technical support, and other facility services.

• Coordinate with contractors, suppliers, and service providers to ensure timely and quality execution.

• Track vendor performance through defined SLAs, service reports, audits, and feedback.

• Ensure vendors follow company SOPs, compliance requirements, safety standards, and service expectations.

• Identify vendor-related issues and take corrective actions to avoid service disruption.

4. Compliance & Governance

• Ensure operational compliance with company policies, client requirements, statutory norms, safety guidelines, and facility regulations.

• Maintain proper documentation related to vendor agreements, licenses, compliance records, AMC details, audit reports, and operational checklists.

• Conduct regular internal audits for housekeeping, security, safety, hygiene, maintenance, and service quality.

• Ensure adherence to health, safety, environmental, fire safety, and workplace compliance standards.

• Prepare governance reports and share periodic updates with senior management.

• Ensure all operational processes are structured, documented, and followed consistently across the site.

5. Facility & Technical Oversight

• Ensure smooth functioning of essential facility systems such as HVAC, electrical, plumbing, fire safety, lifts, DG, UPS, and other building infrastructure.

• Oversee preventive and corrective maintenance schedules with the support of technical vendors and internal teams.

• Ensure timely closure of maintenance issues to minimize downtime and client inconvenience.

• Monitor technical service delivery and escalate critical issues wherever required.

• Coordinate with technical teams and vendors for inspections, repairs, AMC follow-ups, and compliance-related maintenance.

6. Operations Budgeting & Cost Management

• Prepare, monitor, and control the operations budget for the site.

• Track monthly operational expenses, vendor costs, consumables, maintenance expenses, and service-related costs.

• Ensure cost-effective utilization of manpower, materials, and resources without compromising service quality.

• Identify opportunities for cost optimization, process improvement, and resource efficiency.

• Maintain budget trackers, expense reports, and cost comparison sheets for management review.

• Support management in forecasting operational costs and planning future resource requirements.

7. Operational Excellence & Reporting

• Track operational KPIs related to service delivery, client satisfaction, vendor performance, compliance, maintenance, and cost control.

• Conduct regular site audits and prepare actionable reports for improvement.

• Implement process improvements to enhance efficiency, service quality, and client experience.

• Ensure timely reporting of daily, weekly, and monthly operational updates to management.

• Monitor escalations, recurring issues, and service gaps to ensure corrective and preventive actions.

8. Team Leadership & Development

• Lead, supervise, and guide on-ground operations teams including housekeeping, security, front office, helpdesk, and technical support staff.

• Ensure discipline, accountability, grooming, attendance, and professional behavior across the team.

• Train and motivate team members to deliver superior service experiences.

• Build a culture of ownership, responsiveness, client-centricity, and continuous improvement.

• Conduct team briefings, performance reviews, and service quality checks.

Qualifications:

Graduate in Hospitality, Operations, Facilities Management, Business Administration, or a related field. MBA preferred.

Experience:

8–15 years of experience in facilities management, operations, hospitality, managed offices, co-working, commercial real estate, or client-facing operations roles.

Required Skills

• Strong experience in operations and facility management.

• Expertise in soft services, vendor management, and client handling.

• Strong understanding of compliance, governance, audits, and documentation.

• Experience in operations budgeting, cost control, and expense tracking.

• Strong client relationship management and communication skills.

• Proven leadership and team management capability.

• Problem-solving mindset with a proactive and service-oriented approach.

• Technical knowledge of HVAC, electrical, plumbing, fire safety, and building systems.

• Strong reporting, MIS, and documentation skills.

• Proficiency in MS Office, Excel, PowerPoint, and reporting tools.

Why Join Autopilot Offices

• Be part of a dynamic, people-first organization redefining workspace experiences.

• Opportunity to lead operations for a growing and client-focused workspace business.

• Exposure to client management, facility governance, budgeting, and service excellence.

• Growth-focused environment with room for leadership development.

• A culture that values ownership, adaptability, accountability, and client-centricity.

Interested candidates can apply here or send their CVs at [Confidential Information]