Senior Associate - Admin & Facilities

Job Summary:

We are seeking a highly experienced and proactive Facilities Manager with over 10 years of experience to oversee and manage all aspects of facility operations, ensuring efficient, secure, and well-maintained workspaces. The ideal candidate will be responsible for managing security, vendor relationships, travel logistics, housekeeping, ISO compliance, and overall general administration functions. The role also demands an innovative mindset with a strong focus on process automation and creative initiatives to enhance administrative efficiency.

Key Responsibilities:

1. Facilities & General Administration

• Oversee day-to-day operations of the facility, ensuring smooth functioning of administrative processes.
• Implement creative initiatives and automation solutions to streamline administrative workflows and improve efficiency.
• Manage building maintenance, office infrastructure, and workplace services.
• Budget planning and cost optimization for facility operations.
• Space planning, renovations, and office relocation coordination.

2. Security Management

• Ensure effective physical security measures across the premises.
• Coordinate with third-party security service providers and monitor performance.
• Implement emergency protocols and crisis response strategies.
• Regular audits and upgrades of security systems (CCTV, access control, etc.).

3. Vendor & Visitor Management

• Manage end-to-end vendor lifecycle: onboarding, evaluation, negotiation, and compliance.
• Maintain strong vendor relationships and ensure timely service delivery.
• Supervise front-desk operations and visitor entry protocols, including digital visitor management systems.

4. ISO & Compliance Activities

• Ensure adherence to ISO standards (e.g., ISO 9001, ISO 14001) in facility-related processes.
• Support audits, documentation, and implementation of quality and environmental standards.
• Work with cross-functional teams to uphold compliance frameworks.

5. Travel & Ticketing

• Oversee domestic and international travel arrangements for employees.
• Collaborate with travel agencies to ensure best pricing and service quality.
• Manage ticketing, visa processing, hotel bookings, and travel reimbursements.

6. Housekeeping (HK)

• Supervise housekeeping staff and ensure cleanliness and hygiene of all workspaces.
• Define cleaning schedules, checklists, and SOPs.
• Conduct periodic inspections to maintain high standards.

7. Cafeteria & Canteen Management

• Manage cafeteria operations, vendor contracts, and food quality standards.
• Ensure compliance with food safety and hygiene regulations.
• Handle feedback systems for continuous improvement in food services.

Key Skills & Competencies:

• Strong leadership and team management abilities
• Creative thinking with a focus on process improvement and automation
• Excellent vendor negotiation and management skills
• Knowledge of facility compliance and ISO standards
• Crisis and risk management capabilities
• Proficiency in MS Office, facility management tools, and ERP systems
• Excellent communication and interpersonal skills

Qualifications:

• Bachelor’s Degree in Business Administration, Facilities Management, or related field (MBA preferred)
• 10+ years of progressive experience in facilities and administration management
• Experience implementing tech-based and automation-driven solutions in administrative functions
• Exposure to corporate/MNC environments preferred