Facility Manager

Facility Manager

Company: Phoenix Business Advisory

Department: Administration & Operations

Location: Ahmedabad

Employment Type: Full-Time

Experience: 3–6 Years

Reports To: HR Manager

About Phoenix Business Advisory

Phoenix Business Advisory is a business advisory firm specializing in business immigration and related advisory services. We are committed to maintaining a professional, efficient, and well-managed workplace that supports our employees and business operations.

Job Summary

We are looking for a proactive and experienced Facility Manager to oversee the day-to-day management, maintenance, safety, and smooth functioning of our office facilities.

The ideal candidate will be responsible for maintaining a safe, clean, comfortable, and well-organized workplace while managing vendors, office infrastructure, housekeeping, supplies, maintenance activities, facility expenses, and administrative requirements.

Key Responsibilities

Facility & Office Management

• Manage the day-to-day operations and upkeep of the office premises.

• Ensure the workplace is clean, organized, safe, and well-maintained.

• Monitor office infrastructure, furniture, fixtures, electrical systems, HVAC/AC, plumbing, and other facilities.

• Conduct regular facility inspections and ensure timely resolution of issues.

• Proactively identify and address potential facility-related concerns.

Vendor & Service Provider Management

• Coordinate with housekeeping, security, maintenance, pest control, electrical, plumbing, and other service providers.

• Manage vendor relationships and ensure services meet required standards.

• Obtain quotations and coordinate approvals for facility-related purchases and services.

• Track vendor bills, contracts, renewals, and service schedules.

• Escalate and resolve vendor-related issues in a timely manner.

Office Administration

• Manage office supplies, stationery, pantry requirements, and administrative consumables.

• Monitor inventory and coordinate timely procurement.

• Maintain records of office assets, equipment, and facility materials.

• Coordinate seating arrangements and workspace requirements.

• Support office events, meetings, employee activities, and other administrative requirements.

Safety & Security

• Ensure workplace safety and security standards are maintained.

• Coordinate with security personnel and manage office access and visitor requirements.

• Ensure fire safety equipment and emergency systems are regularly inspected and maintained.

• Handle emergency repairs and safety-related concerns promptly.

• Maintain relevant safety and facility documentation.

Maintenance & Infrastructure

• Plan and coordinate preventive and corrective maintenance.

• Coordinate servicing and repairs related to electrical, HVAC/AC, plumbing, internet/network infrastructure, and office equipment.

• Maintain records of maintenance activities and service schedules.

• Minimize operational disruptions through proactive maintenance.

Budget & Cost Management

• Monitor facility and administrative expenses.

• Maintain records of vendor payments and facility-related expenditures.

• Support budgeting and cost-control initiatives.

• Identify opportunities to optimize facility costs without compromising service quality.

Employee Support

• Address employee concerns related to workplace facilities and infrastructure.

• Ensure employees have a comfortable and functional working environment.

• Coordinate with HR and Operations on facility-related requirements.

• Respond promptly to facility requests and ensure proper closure.

Compliance & Documentation

• Maintain records related to vendors, contracts, assets, maintenance, and facility operations.

• Track required licenses, certificates, inspections, and renewals.

• Support management and HR during audits and facility-related compliance requirements.

Required Qualifications & Skills

• Bachelor's degree in Facility Management, Business Administration, Operations, or a related field.

• 3–6 years of experience in facility management, office administration, workplace operations, or a similar role.

• Strong vendor management and negotiation skills.

• Good understanding of office infrastructure and maintenance.

• Strong organizational, coordination, and multitasking abilities.

• Excellent communication and interpersonal skills.

• Strong problem-solving and decision-making abilities.

• Ability to handle emergencies and operational issues effectively.

• Proficiency in MS Office and Google Workspace.

• Ability to coordinate effectively with internal teams and external service providers.

Preferred Skills

• Experience managing corporate offices.

• Experience handling multiple vendors and service providers.

• Knowledge of workplace health, safety, and security practices.

• Basic understanding of electrical, plumbing, HVAC, and general building maintenance.

• Ability to work independently and take ownership of facility operations.

Key Performance Indicators (KPIs)

• Timely resolution of facility and maintenance issues.

• Office cleanliness and workplace standards.

• Vendor performance and service quality.

• Effective facility cost management.

• Timely completion of preventive maintenance.

• Availability of office supplies and functional infrastructure.

• Employee satisfaction with workplace facilities.

• Timely completion of safety and compliance requirements.

What We Offer

• Professional and growth-oriented work environment.

• Opportunity to work closely with management and cross-functional teams.

• Exposure to workplace administration and business operations.

• Professional growth and development opportunities.

Pay: ₹16,259.99 - ₹30,974.31 per month

Benefits:

• Paid time off

Work Location: In person