Manager Administration AND Facilities Operations, (INDIVIDUAL ROLE) Corporate office, MUMBAI

Job Description:

Position Name Manager– Administration & Facilities (INDIVIDUAL ROLE)

Location: Mumbai Date:

Purpose:

To manage day-to-day administration and facilities operations across Head Office and branch offices, ensuring smooth functioning, vendor control, safety, and compliance, while supporting business teams with reliable workplace infrastructure.

Principal Accountabilities:

1. Day-to-Day Facilities Operations

 Oversee daily functioning of HO and branch offices
 Ensure uninterrupted operations of power, HVAC, lighting, access control, and fire systems
 Handle routine maintenance, breakdowns, and urgent repairs
 Coordinate with landlords and building management teams
 Support office seating arrangements and internal moves
2. Administration & Office Support
 Manage office supplies, consumables, and pantry operations
 Coordinate employee travel, logistics, and guest arrangements (if under admin scope)
 Ensure smooth handling of office requests and admin tickets
 Support meetings, townhalls, and internal events from a logistics perspective
3. Vendor Supervision
 Supervise housekeeping, security, transport, pantry, and facility vendors
 Ensure vendor attendance, service quality, and discipline
 Track SLAs and resolve day-to-day vendor issues\
 Coordinate vendor bills, supporting documents, and approval
4. Procurement & Asset Handling
 Execute procurement as per approved vendors and budgets
 Maintain inventory records for furniture, fixtures, and equipment
 Ensure asset tagging, movement tracking, and safe storage
 Coordinate asset disposal as per company process
5. Safety, Security & Compliance Support
 Ensure security guard deployment and visitor management
 Monitor CCTV and access control systems
 Conduct fire drills and safety checks as scheduled

 Maintain records required for audits and inspections
 Support internal audit and compliance teams with documentation

6. Business Continuity Support
 Ensure readiness of alternate seating / backup offices
 Support BCP drills from facilities and admin perspective
 Coordinate logistics during emergencies or disruptions
 Ensure emergency contact lists and vendor readiness
7. MIS & Cost Tracking
 Track admin and facility expenses
 Prepare periodic MIS on costs, vendors, and issues
 Highlight variances and operational gaps to reporting manager

Knowledge, Skills, Competencies

 Strong operational and execution focus
 Vendor handling and coordination skills
 Ability to handle multiple issues simultaneously
 Basic understanding of audits and compliance\
 Good documentation and follow-up skills

Preferred Industry
Experience

 7–10 years of experience in Admin & Facilities
 Experience in BFSI / AMC / NBFC / corporate offices preferred
 Multi-location office exposure desirable