Facility and Office Excellence Manager

Job Title: Facility & Office Excellence Manager

• Oversee daily office administration activities, including front desk management, vendor coordination, housekeeping, and pantry services.
• Ensure smooth functioning of office utilities, mailroom operations, and transportation/logistics.
• Develop and maintain administrative processes to improve efficiency and ensure compliance.
• Manage office supplies and ensure availability of necessary stationery and equipment.
• Track and control administrative expenses within allocated budgets.

2. Facility Management & Office Operations

• Manage all aspects of facility operations, including space planning, preventive maintenance, security, and safety protocols.
• Supervise third-party facility management (FM) vendors, ensuring SLAs are met and services are delivered effectively.
• Ensure all building services and office infrastructure are maintained in good working order.
• Coordinate with housekeeping, security, maintenance, and technical teams to ensure a seamless work environment.
• Oversee maintenance and upkeep of utilities, office assets, HVAC systems, electricals, and plumbing.

3. Project & Asset Management

• Lead small to medium-scale workplace projects including office relocation, renovation, seating expansion, and reconfiguration projects.
• Maintain up-to-date records of office assets, oversee procurement, allocation, and lifecycle management of office equipment and furnishings.
• Monitor budgets related to facilities and administrative functions.

4. Compliance & Record Keeping:

• Ensure the facility complies with all applicable statutory and regulatory requirements (labour laws, municipal permits, pollution board regulations, etc.).
• Maintain proper documentation for audits, licenses, certifications, and inspections.
• Liaise with government and regulatory bodies for necessary approvals and renewals.

5. Security & Safety Oversight:

• Manage on-site security personnel and access control systems to ensure workplace safety.
• Coordinate with internal teams for fire safety drills, evacuation plans, and first-aid readiness.
• Monitor CCTV, visitor management, and incident reporting protocols.

6. Event Planning & Execution

• Plan and manage internal and external office events, including town halls, leadership visits, celebrations, offsites, and CSR initiatives.
• Coordinate event logistics end-to-endvenue selection, catering, AV setup, branding, and post-event feedback.
• Partner with internal teams for high-impact events to ensure strong employee engagement and execution excellence.

Key Skills & Qualifications:

• Education: Bachelor's degree in business administration, operations, or related field. Certification in facility or project management is a plus.
• Proven experience in managing facility vendors, handling large-scale office operations, and managing administrative teams.
• Strong organizational and project management skills with a keen eye for detail and ability to multitask.
• Hands-on experience in handling space planning, asset tracking tools, and administrative systems.
• Excellent communication, interpersonal, and negotiation skills.
• Ability to work independently, drive initiatives, and collaborate with multiple stakeholders.
• Tech-savvy with familiarity in facility-related software and tools.