Manager - Facilities & Administration

Job Title: Manager - Facilities & Administration

Job Purpose:
The Manager - Facilities & Administration will be responsible for managing and overseeing the overall administration, infrastructure, and facility operations of the organization. This role ensures seamless day-to-day functioning of workplace services, compliance, vendor coordination, employee support services, and operational efficiency while maintaining a safe, clean, and productive work environment.

Key Responsibilities:

1. Facility Management:

• Oversee daily facility operations including building maintenance, housekeeping, pantry, HVAC systems, electrical & plumbing infrastructure.
• Ensure smooth functioning of critical services and business continuity.
• Manage preventive and corrective maintenance schedules for infrastructure and office assets.

2. Administration & Support Services:

• Supervise administrative functions such as mailroom, courier services, stationery, visitor management, reception/front office operations, and ID card issuance.
• Ensure smooth onboarding/offboarding support in coordination with HR and IT.
• Manage meeting rooms, conference halls, and common office areas.

3. Vendor & Contract Management:

• Identify, negotiate, and manage vendors for various services (housekeeping, catering, pest control, security, courier, maintenance, etc.).
• Monitor service-level agreements (SLAs), contracts, and performance evaluations.
• Ensure timely renewal and compliance with contractual obligations.

4. Health, Safety & Compliance:

• Ensure all statutory compliance related to facilities, fire safety, labor laws, and environmental regulations.
• Conduct regular safety drills, risk assessments, and emergency preparedness exercises.
• Drive hygiene, sanitization, and health standards across the workplace.

5. Space Planning & Infrastructure Management:

• Optimize office space allocation and desk utilization.
• Plan workplace moves, expansions, and seating arrangements.
• Support project management for new site development, renovation, or relocations.

6. Transport & Cafeteria Management:

• Oversee employee transportation services, vendor coordination, and route efficiency.
• Supervise cafeteria operations ensuring quality, hygiene, and employee satisfaction.

7. Budgeting & Cost Optimization:

• Prepare annual budgets for facility and administrative operations.
• Monitor and control costs, identify opportunities for savings and process improvements.

8. Team Management & Leadership:

• Lead and manage a team of facility executives, admin officers, and support staff.
• Drive performance, training, and team development.
• Foster a service-oriented culture aligned with organizational goals.

Key Skills & Competencies:

• Strong leadership and people management skills
• Strategic planning and problem-solving abilities
• Excellent communication and stakeholder management
• Budgeting and cost control expertise
• Proficiency in facility management software/tools
• Deep understanding of statutory and compliance requirements

Qualifications:

• Bachelor's Degree in Hotel/ Hospitality, Business Administration, Facilities Management, Engineering, or a related field
• Certifications like FMP, PMP, or equivalent are preferred

Experience:

• Minimum 12-18 years of experience in Facilities & Administration management
• Experience in managing multi-location office operations is an added advantage