Deputy-Manager Facilities Administration

Hiring Female candidates only .

Role & responsibilities

The Facilities & Administration function plays a vital role within the HR & Facilities Operations team, supporting the day-to-day management of office operations, travel, and employee services.

This role involves coordinating with service providers for travel bookings, hotel accommodations, cafeteria management, and office facility operations while ensuring compliance with company SOPs.

The position demands flexibility, agility, and strong stakeholder engagement skills to meet dynamic business needs.

The incumbent will act as a brand custodian, delivering service excellence, optimizing operational processes, and ensuring a positive internal customer experience.

Key Responsibilities

1. General Travel Management

• Manage and coordinate all travel and accommodation requests as per company SOPs.

• Liaise with service providers for flight bookings and hotel reservations (contracted and alternate options).

• Maintain travel MIS, process invoices promptly, and ensure compliance with safety and hotel policy standards.

2. Facilities Operations Management

• Oversee day-to-day functioning of office facilities, including cafeteria services, housekeeping, and overall workplace upkeep.

• Manage courier services, mail handling, and logistics.

• Supervise security and surveillance systems to ensure a safe and compliant work environment.

3. Infrastructure Management

• Plan, design, and optimize office space utilization.

• Coordinate infrastructure maintenance and minor civil/electrical works.

• Maintain and update the Fixed Asset Register, reconciling data with the Finance team on a half-yearly basis.

4. Vendor & Contract Management

• Manage relationships with vendors and service providers, including WorkHub by Novel (managed space).

• Negotiate contracts and ensure cost-effective service delivery. • Monitor vendor performance and ensure adherence to SLAs and contractual obligations.

5. Corporate Security & Safety

• Implement and maintain robust security and access control measures. • Conduct regular safety audits, fire drills, and ensure compliance with local building and fire safety regulations.

• Support emergency preparedness programs and incident response activities. 6. Reporting & Compliance

• Generate periodic MIS reports for facility operations and cost tracking. • Maintain cost sheets for all administrative expenses.

• Manage issuance and maintenance of access cards and systems.

• Support other administrative and HR-linked operational activities as required. Basic Requirements

• Education: Bachelors Degree (minimum)

• Experience: Minimum 5+ years in Facilities & Travel Management (including air travel and hotel bookings)

• Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

• Language: Fluent in English (spoken and written)

Attributes: Strong attention to detail and service orientation