This role is for one of Weekday’s clients
Salary range: Rs 2000000 - Rs 4000000 (ie INR 20 - 40 LPA)
Min Experience: 8+ years
Location: Bengaluru, Karnataka, India
JobType: full-time
We are seeking an experienced Administration and Facilities Manager to oversee day-to-day administrative operations, facilities management, and workplace services. The role will be responsible for building scalable administrative processes, managing operational budgets, optimising vendor relationships, and ensuring a safe, efficient, and productive workplace as the organisation grows.
The ideal candidate will bring strong expertise in administration, facilities management, procurement, budgeting, and team leadership, along with the ability to manage multiple priorities in a fast-paced environment.
Requirements
Key Responsibilities
1. Office Administration & Facilities Management
- Oversee daily office operations and ensure the smooth functioning of workplace facilities.
- Manage office infrastructure, maintenance, housekeeping, security, and workplace safety.
- Ensure optimal utilisation of office space, seating arrangements, and infrastructure.
- Coordinate office expansions, relocations, renovations, and infrastructure upgrades.
- Maintain and monitor inventory of office supplies, equipment, and other assets.
2. Vendor & Procurement Management
- Identify, evaluate, negotiate, and manage relationships with vendors and service providers.
- Oversee procurement of office supplies, equipment, furniture, and other operational requirements.
- Establish vendor service-level agreements (SLAs), monitor service quality, and ensure timely delivery.
- Drive cost optimisation through effective negotiations and strategic procurement practices.
3. Budgeting & Financial Management
- Develop, manage, and monitor administrative and facilities budgets.
- Track expenses, review budget utilisation, and identify opportunities for cost savings.
- Oversee invoices, purchase orders, vendor payments, and expense documentation.
- Ensure compliance with internal procurement procedures and financial approval processes.
4. Employee Experience & Workplace Operations
- Ensure a seamless and positive workplace experience for employees.
- Manage onboarding logistics, including workspace allocation, access cards, equipment, and other administrative requirements.
- Plan and execute company events, celebrations, offsites, town halls, and employee engagement initiatives.
- Coordinate business travel, accommodation, transportation, and related logistics.
- Serve as the primary point of contact for workplace and administrative concerns.
5. Compliance, Safety & Asset Management
- Ensure compliance with applicable statutory requirements, workplace safety standards, and internal administrative policies.
- Maintain essential documentation, licences, insurance records, vendor contracts, and other administrative records.
- Oversee company asset allocation, tracking, maintenance, and recovery.
- Establish emergency response protocols and business continuity processes.
6. Team & Process Management
- Lead and manage the administration and facilities team.
- Develop scalable administrative processes, policies, and standard operating procedures (SOPs).
- Define operational key performance indicators (KPIs) and drive continuous process improvement.
- Collaborate with HR, Finance, IT, and leadership teams to address organisational requirements.
Must-Have Skills & Qualifications
- 8–12 years of experience in administration, facilities management, workplace operations, or corporate operations.
- Prior experience managing administrative functions in a mid-sized or fast-growing organisation.
- Strong expertise in administration, facilities management, and vendor management.
- Hands-on experience in procurement, budgeting, office infrastructure, and workplace operations.
- Proven experience managing office expansions, infrastructure requirements, and large-scale events.
- Strong negotiation, stakeholder management, and problem-solving abilities.
- Excellent organisational, planning, and execution skills.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Strong communication, interpersonal, and people management skills.
Good-to-Have Skills
- Workplace operations and employee experience management.
- Event planning and management.
- Process optimisation and operational efficiency.
- Experience developing administrative policies, SOPs, and operational KPIs.
Key Success Metrics
- Smooth and uninterrupted day-to-day office operations.
- Effective budget management and continuous optimisation of administrative costs.
- High employee satisfaction with workplace facilities and services.
- Timely procurement and delivery of vendor commitments.
- Strong compliance, asset tracking, and documentation practices.
- Scalable administrative processes that support the organisation's growth.