Facility Manager

About the Role

As the Facility Manager for Gruve India, you will be responsible for ensuring smooth and efficient operations of all Gruve India offices — including Pune (Smartworks & conventional office setups), Bangalore, Mumbai, and any other satellite locations. You will play a pivotal role in creating a safe, productive, and vibrant workplace experience aligned with Gruve’s hybrid work culture.
The ideal candidate will be a hands-on leader capable of both independent execution and team management, overseeing daily facilities operations, vendor relationships, travel and logistics, and adherence to global compliance standards.

Key Responsibilities

Facilities Management

• Oversee day-to-day facility operations across Gruve offices in Pune, Mumbai, and Bangalore.
• Coordinate with Smartworks for managed office services and ensure SLA compliance.
• Supervise maintenance of infrastructure, furniture, utilities, and office equipment.
• Manage AMC renewals, vendor contracts, and periodic audits of facilities and assets.
• Implement safety, security, and housekeeping standards consistently across offices.
• Support new office setups or expansions including layout planning and vendor coordination.

Travel & Logistics

• Oversee the Travel Desk operations including bookings, reimbursements, and travel policy governance.
• Partner with People Experience, Finance, and Business teams to manage travel budgets and controls.
• Ensure smooth logistics support for company events, meetings, and cross-location travel needs.

Administration & Compliance

• Ensure compliance with all local statutory and regulatory requirements for facilities.
• Coordinate with HR, IT, and Security for employee onboarding/offboarding support.
• Maintain documentation of leases, agreements, and statutory inspections.
• Prepare and manage the facilities budget, ensuring cost efficiency and optimal resource utilization.

Team Leadership

• Lead a team of 4–5 office executives, attendants, and facility administrators.
• Create clear work allocation, shift scheduling, and SOPs for all administrative staff.
• Foster a culture of accountability, collaboration, and employee-first service mindset.

Vendor & Stakeholder Management

• Identify and manage vendor relationships for housekeeping, security, travel, and maintenance services.
• Evaluate vendor performance and negotiate contracts for cost and service optimization.
• Partner with cross-functional stakeholders to ensure smooth operations and business continuity.

Desired Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent negotiation and vendor management skills.
• Good understanding of workplace safety, security, and compliance norms.
• Proficiency in MS Office and comfort with HRMS/workplace management tools.
• Excellent communication, interpersonal, and leadership skills.
• High sense of ownership, urgency, and attention to detail.

Basic Qualifications

• Bachelor’s degree in Facilities Management, Administration, or related field.
• 10-12 years of experience in facilities and admin management (preferably from IT/Technology setups).
• Experience handling multi-city facilities and working with managed office providers (e.g., Smartworks, WeWork, Awfis).
• Prior experience managing travel desks or pan-India admin operations will be an added advantage.