Facilities Manager

Job Overview

Rings and I is seeking a Administrative Facility Manager who will be responsible for ensuring the smooth and efficient functioning of all administrative, documentation, facility management, and vendor coordination activities across the company’s offices and studios. This role is key to supporting operations and enabling teams to function without friction by ensuring timely support and compliance across various internal and external touchpoints.

Responsibilities

• Expense & Invoice Management (Studio):

• Maintain accurate records of all expenses, including vendor invoices, receipts, and reimbursements.
• Track and monitor payment cycles, ensure timely follow-ups, and flag discrepancies.
• Maintain digital and physical logs as per company SOP.

• Procurement & Resource Management (Office & Studio):

• Identify, source, and manage day-to-day office requirements(stationery, tech accessories, refreshments, etc.).
• Ensure budget control and procurement from reliable vendors.

• Procurement & Resource Management (Studios):

• Coordinate and manage procurement of all material requirements across RINGS & I studios.
• Ensure timely availability of display items, packaging, gifting items, brochures, and other consumables.
• Liaise with studio teams to forecast and manage inventory needs.

• Facility Management (Office & Studios):

• Own upkeep and general maintenance of both office and studio premises.
• Onboard and coordinate repairs, housekeeping, utility services, and external agency support as required.
• Track facility bill payments and propose optimization as required to Ops Manager
• Ensure smooth operations with zero disruptions to the customer or internal teams.
• Coordinate & work with Municipal teams for approvals & documentation as required

• Repairs & Maintenance Oversight:

• Maintain preventive maintenance schedules for all office and studio equipment (lighting, fixtures, HVAC, IT equipment, etc.).
• Create a log of reported issues and resolution timelines.
• Engage vendors/technicians as per urgency and coordinate job completion.

• Additional Responsibilities:

• Maintain an asset register for office and studio infrastructure.
• Ensure compliance with internal admin SOPs.
• Support founders in executing admin-linked one-time tasks or special projects (e.g. relocations, new studio setups).
• Ensure confidentiality, punctuality, and process discipline across all assigned functions.
• Recommend and implement process improvements in administration and vendor efficiency.

Key Skills and Competencies

• Bachelor’s degree in Business Administration, Commerce, or related field (MBA preferred).
• Minimum 3–5 years of experience in administrative, operations, or facilities management roles.
• Strong organisational, documentation, and vendor management skills.
• High accountability and ability to work independently with limited supervision.
• Proficiency with tools like MS Office, Google Drive, and basic finance documentation