Senior Associate - General Administration

Senior Associate - General Administration

Workplace Administration & Facility Operations

• Support day-to-day administration and facility management operations to ensure smooth functioning of office premises.
• Monitor housekeeping, pantry, workspace management, stationery, mailroom, and employee support services.
• Conduct regular facility inspections and ensure timely closure of observations and service requests.
• The role includes strong technical knowledge of managing HVAC, LT electrical systems, civil works, MEP services, vendor contracts, and preventive/corrective maintenance activities to ensure safe, compliant, and uninterrupted business operations.

Facility Maintenance Coordination

• Coordinate preventive and corrective maintenance activities for office infrastructure, utilities, equipment, and building services.
• Track maintenance schedules and follow up with vendors to ensure timely completion of work.
• Maintain records of breakdowns, repairs, and maintenance activities.

Vendor & Service Management

• Monitor performance of facility management, technical, housekeeping, cafeteria, and maintenance vendors against defined SLAs.
• Escalate service deficiencies and ensure corrective actions are implemented.
• Verify vendor invoices, work completion reports, and service delivery records.

Compliance, Safety & Documentation

• Support implementation of statutory, safety, security, environmental, and workplace compliance requirements.
• Maintain compliance records, licenses, certificates, audit reports, and statutory documentation.
• Coordinate periodic safety inspections, drills, and compliance audits.

Asset & Inventory Management

• Maintain records of office assets, furniture, equipment, consumables, and inventory.
• Conduct periodic asset verification and ensure accurate documentation.
• Coordinate asset movement, allocation, repair, and disposal activities.

Utility & Cost Monitoring

• Track utility consumption including electricity, water, diesel, and other facility expenses.
• Support identification of cost-saving opportunities and efficiency improvement initiatives.
• Maintain records and reports related to facility operating expenses.

Stakeholder & Employee Support

• Act as the first point of contact for facility-related requests from employees and internal stakeholders.
• Coordinate with business functions to resolve workplace and infrastructure issues promptly.
• Ensure timely response and closure of employee grievances related to workplace facilities.
• MIS & Reporting
• Prepare daily, weekly, and monthly MIS reports covering service requests, maintenance activities, vendor performance, compliance status, and operational metrics.
• Maintain facility dashboards, trackers, and performance reports for management review.

Project & Workplace Improvement Support

• Assist in execution of office renovation, relocation, refurbishment, and workplace enhancement projects.
• Coordinate with vendors, contractors, and internal stakeholders for project implementation and progress tracking.
• Ensure timely completion of assigned facility improvement initiatives.

Emergency Response Support

• Assist in incident management, emergency response activities, and business continuity arrangements.
• Coordinate with facility teams and service providers during emergencies and critical situations.

Continuous Improvement

• Identify opportunities to improve service quality, operational efficiency, employee experience, and cost effectiveness.
• Support implementation of digital tools, automation initiatives, and process improvements within facility management.
• The role includes managing HVAC, HT/LT electrical systems, civil works, MEP services, vendor contracts, and preventive/corrective maintenance activities to ensure safe, compliant, and uninterrupted business operations. • Strong technical knowledge of HVAC, HT/LT electrical systems, civil maintenance, utilities, and workplace infrastructure management.
• Experience in vendor management, AMC administration, budgeting, and statutory/EHS compliance.

Eligibility Criteria:

• Graduate in any discipline.
• Minimum 3 years of experience in Administration / Facilities Management / Workplace Operations.
• Experience in vendor management and facility operations preferred.