Faculty Administrator

Job Description: Facility Administrator

Job Title: Facility Administrator
Department: Administration / Facilities Management
Reports To: Facility Manager / Head of Administration
Location: Prasad Enclave Yeshwanthpur Bangalore

Experience: 6 to 7 Years

Job Purpose

The Facility Administrator is responsible for the end-to-end administration of workplace facilities, ensuring a safe, clean, secure, and well-maintained environment for all employees. The role covers daily oversight of housekeeping, security, and helpdesk operations; coordination with external vendors and partners for specialised services; management of statutory compliance and safety protocols; asset and vendor contract administration; financial processing related to facility operations; and administrative support for employee travel and engagement events.

Key Roles & Responsibilities

1. Housekeeping & Workplace Upkeep

• Monitor daily cleaning activities across workstations, washrooms, and common areas in coordination with the housekeeping partner.
• Supervise periodic (weekly) deep cleaning activities.
• Coordinate routine pest control treatments through the designated pest control partner.
• Supervise the maintenance and hygiene of washrooms and the wellness room.
• Ensure meeting rooms are kept clean, tidy, and fully functional.
• Coordinate common area and equipment checks as part of routine building administration.
• Conduct basic inspections of lighting and electrical equipment.

2. Security & Access Management

• Oversee day-to-day security operations and visitor management in coordination with the security partner, using the visitor management system.
• Manage issuance and removal of biometric access and resolve attendance-related issues via the biometric platform.
• Monitor CC camera feeds using the surveillance management system.
• Inspect fire extinguishers and alarm systems on a quarterly basis with the fire safety partner.
• Conduct mock fire and evacuation drills on a half-yearly basis and prepare drill reports.

3. Employee Helpdesk & Support Services

• Respond to and resolve employee facility requests (AC, lighting, seating, etc.) via email/Teams.
• Attend to facility-related tickets raised through the ZingHr platform.
• Ensure pantry supplies (tea, coffee, water, snacks, etc.) are adequately stocked at all times.
• Arrange food for visitors and new joiners as required.
• Coordinate gift vouchers and seasonal gifts (New Year, Women's Day, employee birthdays, etc.).
• Manage procurement and issuance of employee ID cards.

4. Vendor, Asset & Contract Management

• Conduct formal vendor review meetings on a monthly basis to track service performance.
• Review preventive maintenance schedules for elevators, DG sets, UPS, and air-conditioning systems, and maintain preventive maintenance reports.
• Coordinate with the building landlord for infrastructure repairs and upkeep.
• Manage procurement of stationery materials through designated vendors as per requirement.
• Renew Annual Maintenance Contracts (AMCs) and SLAs to ensure uninterrupted service coverage.
• Maintain and update asset registers and asset tagging/numbering records.
• Support minor, approved alterations to cubicle and workstation layouts as part of space management.

5. Financial & Administrative Processing

• Maintain and reconcile petty cash on a daily basis.
• Track vendor invoices weekly to ensure timely bill processing and avoid missed payments.
• Process vendor invoices and utility bills, including invoice stamping, and route them to the department head for approval.
• Track and provide supporting documentation for corporate credit card usage to the Finance department.

6. Compliance, Safety & Audit

• Review statutory compliance documentation as part of the half-yearly Internal ISO Audit.
• Coordinate and support the Annual External ISO Audit, addressing observations to ensure no major or minor non-conformances.
• Monitor and supervise air-conditioning levels in coordination with the AC maintenance partner.
• Conduct weekly safety checks on emergency exits.

7. Travel, Logistics & Events Coordination

• Arrange cab bookings as required through the transportation partner.
• Coordinate domestic and international hotel bookings.
• Book domestic and international flight and train tickets as needed.
• Manage visa documentation for fresh applications and renewals for employees.
• Arrange overseas travel insurance for employees.
• Coordinate courier and parcel services as required.
• Plan and coordinate quarterly employee engagement events, including audio/video requirements, stage arrangements, and catering.

Pay: ₹600,000.00 - ₹800,000.00 per year

Benefits:

• Health insurance
• Provident Fund

Work Location: In person