Job Title: Senior Workplace & Facilities Executive
Location: Bengaluru (Work from Office)
Reports to: Head of Operations / Corporate Operations
Experience Required: 47 years
Type: Full-time
Role Overview
The Senior Workplace & Facilities Executive will be responsible for ensuring smooth day-to-day workplace operations and maintaining a safe, functional, and efficient office environment. The role involves managing office facilities, coordinating with vendors, supporting administrative operations, and overseeing workplace infrastructure maintenance.
This position plays a key role in ensuring the office operates seamlessly across shifts by coordinating facility maintenance, supervising housekeeping and security services, and managing vendor relationships. The role also supports procurement coordination and workplace improvement initiatives when required.
Key Responsibilities
Workplace & Administrative Operations
- Ensure daily office readiness including opening procedures and operational preparedness.
- Manage day-to-day office administration including pantry supplies, office consumables, and inventory management.
- Coordinate meeting room logistics, guest visits, and internal office events.
- Maintain administrative registers, inventory logs, and workplace documentation.
- Support internal teams with workplace logistics and operational requirements.
Facilities Management
- Coordinate preventive maintenance schedules for critical infrastructure including HVAC systems, UPS, electrical systems, plumbing, and DG sets.
- Liaise with external vendors for facility maintenance and repair activities.
- Monitor and supervise housekeeping services to maintain workplace cleanliness and hygiene standards.
- Ensure security protocols such as visitor management and entry/exit procedures are followed.
- Ensure workplace readiness for employees working across multiple shifts.
Vendor & Procurement Coordination
- Coordinate procurement of office supplies, operational services, and workplace requirements.
- Identify vendors, obtain quotations, and coordinate vendor onboarding processes when required.
- Maintain vendor records and track service performance against agreed commitments.
- Assist internal teams in coordinating operational vendor requirements.
Administrative Finance Coordination
- Maintain documentation related to office purchases and vendor invoices.
- Collect monthly bills and coordinate documentation with finance teams for payments.
- Maintain basic records of operational expenses until a dedicated accounting resource is onboarded.
Key Performance Indicators
- Workplace operational readiness and smooth daily office functioning.
- Timely resolution of facility maintenance issues.
- Effective vendor coordination and service delivery.
- Accurate maintenance of workplace inventory and documentation.
- Employee satisfaction with workplace infrastructure and office environment.
- Timely coordination and execution of workplace infrastructure improvements.
Required Qualifications
- Bachelor's degree in Business Administration, Facilities Management, or a related field.
- 47 years of experience in workplace administration, facilities operations, or office management.
- Experience managing vendors, office infrastructure, and administrative processes.
- Strong organizational and coordination skills.
- Ability to manage multiple operational priorities simultaneously.
Preferred Qualifications
- Experience working in IT, technology, or BPO environments.
- Experience managing workplace operations for offices with 80+ employees.
- Familiarity with facility maintenance coordination and vendor management processes.
What Success Looks Like In This Role
- The office environment remains operationally efficient, well-maintained, and ready for employees at all times.
- Facility issues are resolved quickly with minimal disruption to employees.
- Vendor relationships are managed effectively with timely service delivery.
- Administrative operations run smoothly with well-maintained records and inventory.
What This Role Is Not
- This role does not own strategic procurement or vendor selection decisions.
- This role is not responsible for financial accounting or budgeting decisions.
- This role does not manage HR, marketing, or fundraising initiatives.
- Strategic vendor approvals and financial decisions remain with department heads or leadership.
Why Join Us
- Opportunity to play a key role in building and managing workplace operations for a growing organization.
- Work closely with leadership to support a productive and well-managed office environment.
- Exposure to facility management, vendor coordination, and workplace infrastructure development.
- Opportunity to contribute to improving workplace systems and operational efficiency.
