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. Key Responsibilities Facility Management • Manage the day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment. • Oversee housekeeping, security, cafeteria, pantry, and office maintenance services. • Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment. • Ensure all facility-related issues are resolved within agreed service levels. • Conduct periodic facility inspections and recommend improvements. Administration • Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies. • Handle procurement of office stationery, pantry supplies, and administrative consumables. • Maintain office assets, inventory records, and vendor documentation. • Coordinate employee onboarding and offboarding from a facilities perspective (workspace allocation, ID cards, access cards, etc.). • Support office events, employee engagement activities, and leadership meetings Vendor Management • Identify, onboard, and manage facility and administration vendors. • Monitor vendor performance and ensure adherence to service-level agreements (SLAs). • Process vendor invoices, purchase orders, and payment requests in coordination with the Finance team. • Negotiate vendor contracts and optimize operational costs. Compliance & Safety • Ensure compliance with workplace safety standards and statutory regulations. • Coordinate fire safety drills, emergency preparedness activities, and health & safety audits. • Maintain records related to facility compliance, insurance, licenses, and certifications. • Work closely with internal stakeholders to ensure a safe and compliant workplace. Budget & Reporting • Assist in preparing and managing the annual administration and facility budget. • Track facility expenses and identify opportunities for cost optimization. • Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses. Required Skills & Qualifications • Bachelor's degree in Business Administration, Hospitality, Facility Management, or a related discipline. • 4–10 years of experience in Facility Management and Administration. • Experience managing corporate offices, preferably in a technology, startup, or corporate environment. • Strong vendor and stakeholder management skills. • Excellent organizational and multitasking abilities. • Good knowledge of office administration processes. • Familiarity with facility management systems and workplace operations. • Experience in procurement and inventory management. • Working knowledge of workplace safety and statutory compliance. • Proficiency in Microsoft Office (Excel, Word, PowerPoint).