Senior Executive – Administration & Facilities

We are looking for a proactive and detail‑oriented Administration & Facilities professional to manage end‑to‑end office operations, facilities, vendor coordination, and compliance. The role ensures a safe, efficient, cost‑effective, and employee‑friendly workplace, while supporting business continuity and organizational standards.

About the Role

We are looking for a proactive and detail‑oriented Administration & Facilities professional to manage end‑to‑end office operations, facilities, vendor coordination, and compliance. The role ensures a safe, efficient, cost‑effective, and employee‑friendly workplace, while supporting business continuity and organizational standards.

Responsibilities

• Administration & Office Operations
• Oversee daily office administration including housekeeping, pantry, security, front office, and office supplies
• Manage vendors for housekeeping, security, transport, catering, pest control, and maintenance
• Ensure smooth and uninterrupted office operations and infrastructure readiness
• Maintain admin records, MIS reports, invoices, and statutory documentation

• Facilities Management
• Coordinate building maintenance, electrical, HVAC, plumbing, and civil works
• Manage AMC contracts and ensure SLA adherence
• Conduct regular facility audits and preventive maintenance
• Handle office layout changes, seating plans, minor renovations, and relocations

• Vendor & Cost Management
• Identify, onboard, and manage administration and facility vendors
• Negotiate contracts, monitor service quality, and drive cost optimization
• Process invoices, track budgets, and support internal/external audits

• Compliance, Safety & Security
• Ensure compliance with local statutory norms, safety standards, and fire regulations
• Coordinate fire drills, safety trainings, and emergency preparedness
• Monitor security operations, access control systems, and visitor management

• Employee Support & Engagement
• Address employee admin‑related queries and service requests
• Support HR and leadership during events, townhalls, audits, and leadership visits
• Ensure a clean, safe, and employee‑friendly workplace environment

Qualifications

• 15 years of experience in Administration & Facilities Management
• Hands‑on experience managing office operations, vendors, and compliance
• Experience in handling corporate office facilities (IT / Engineering office preferred)

Required Skills

• Strong vendor management and negotiation skills
• Good understanding of facility operations, safety, and compliance
• Budget tracking, MIS reporting, and documentation skills
• Ability to manage multiple priorities in a fast‑paced environment
• Strong communication, coordination, and problem‑solving skills
• High ownership mindset with attention to detail

Preferred Skills

• Exposure to multi‑location admin coordination
• Experience supporting internal and external audits
• Knowledge of sustainability initiatives or green office practices