Lead - Facilities & Admin

Job Description

We are looking for a proactive and detail-oriented Facility & Administration Executive to oversee the day-to-day administration and facility operations across our office premises. The ideal candidate will ensure a safe, efficient, and well-maintained workplace while coordinating with internal stakeholders and external vendors to deliver seamless administrative support.

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Key Responsibilities

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Facility Management

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• Manage the day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment.
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• Oversee housekeeping, security, cafeteria, pantry, and office maintenance services.
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• Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment.
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• Ensure all facility-related issues are resolved within agreed service levels.
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• Conduct periodic facility inspections and recommend improvements.
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Administration

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• Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies.
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• Handle procurement of office stationery, pantry supplies, and administrative consumables.
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• Maintain office assets, inventory records, and vendor documentation.
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• Coordinate employee onboarding and offboarding from a facilities perspective (workspace allocation, ID cards, access cards, etc.).
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• Support office events, employee engagement activities, and leadership meetings
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Vendor Management

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• Identify, onboard, and manage facility and administration vendors.
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• Monitor vendor performance and ensure adherence to service-level agreements (SLAs).
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• Process vendor invoices, purchase orders, and payment requests in coordination with the Finance team.
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• Negotiate vendor contracts and optimize operational costs.
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Compliance & Safety

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• Ensure compliance with workplace safety standards and statutory regulations.
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• Coordinate fire safety drills, emergency preparedness activities, and health & safety audits.
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• Maintain records related to facility compliance, insurance, licenses, and certifications.
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• Work closely with internal stakeholders to ensure a safe and compliant workplace.
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Budget & Reporting

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• Assist in preparing and managing the annual administration and facility budget.
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• Track facility expenses and identify opportunities for cost optimization.
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• Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses.
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Required Skills & Qualifications

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• Bachelor's degree in Business Administration, Hospitality, Facility Management, or a related discipline.
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• 4–10 years of experience in Facility Management and Administration.
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• Experience managing corporate offices, preferably in a technology, startup, or corporate environment.
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• Strong vendor and stakeholder management skills.
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• Excellent organizational and multitasking abilities.
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• Good knowledge of office administration processes.
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• Familiarity with facility management systems and workplace operations.
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• Experience in procurement and inventory management.
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• Working knowledge of workplace safety and statutory compliance.
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• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
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