Admin & Facilities Manager

Roles & Responsibilities

• Oversee the setup of our new office, including interiors, workstations, meeting rooms, furniture, air conditioning, electrical installations and plumbing.
• Coordinate with interior designers, contractors and vendors to ensure timely completion within approved budgets and quality standards.
• Conduct regular site inspections, monitor progress, identify defects and ensure corrective work is completed before handover.
• Source vendors, compare quotations, negotiate pricing and terms, and track delivery and installation schedules.
• Verify completed work and vendor bills before recommending payments, and obtain approval for additional expenses.
• Maintain project schedules, expense records, contracts, warranties and handover documents.
• Provide regular updates to management on progress, pending decisions, costs and potential delays.
• Manage ongoing office maintenance, preventive servicing, annual maintenance contracts and breakdown resolution.
• Supervise housekeeping, security, office supplies and other administrative services.
• Coordinate with qualified contractors to ensure safe execution and adherence to applicable requirements.
• Address facility-related employee requests and ensure the office remains clean, safe and fully operational.

Preferred Candidate Profile

• Graduate with 510 years of experience in office administration and facilities management.
• Hands-on experience managing at least one commercial office setup, interior fit-out, renovation or relocation project.
• Practical knowledge of air conditioning, electrical systems, plumbing, interior work and building maintenance.
• Proven ability to independently manage multiple vendors, contractors and work schedules.
• Strong negotiation, budgeting, follow-up and problem-solving skills.
• Ability to understand basic office layouts, review quotations and bills of quantities, and verify completed work.
• Proficiency in Excel for expense tracking, vendor comparisons and progress reporting.
• Good communication skills in Tamil and English.
• Proactive, accountable and comfortable working on site with minimal supervision.
• Experience with IT companies or multi-floor commercial offices and a reliable vendor network in Chennai would be an advantage.
• A diploma or degree in civil, electrical or mechanical engineering would be an added advantage.
• Available to work from the Chennai office, with flexibility to support critical installations, office moves or emergencies outside regular hours when required.