Job
Description
Job Title: Facility and Administration Location: [Bengaluru, Karnataka] On-site Why Join Us? We are a high-growth tech company committed to operational excellence, sustainability, and employee wellbeing. As we scale, we are looking for a resourceful and accountable Facility and Administration to run the core of our organizational engine. You will work closely with cross-functional teams and leadership, ensuring the company runs efficiently, securely, and with agility. Job Description: The Facility Administration will be responsible for leading and overseeing administrative, vendor, facilities, finance coordination, and IT operations. This is an execution-heavy role requiring hands-on problem-solving, vendor ownership, and the ability to independently run multiple initiatives in parallel with precision. Primary Responsibilities: 1. General Administration Operations Manage end-to-end office operations including space management, housekeeping, utilities, and infrastructure. Maintain updated records of asset inventory, vendor supplies, and consumables. Oversee courier, logistics, front desk, and visitor management protocols. 2. Vendor & Procurement Operations Source, negotiate, and onboard vendors for office services, infrastructure, and software. Oversee procurement lifecycle: RFP, negotiation, purchase orders, goods receipt, and payment tracking. Track SLAs, evaluate vendor performance, and renew/cancel contracts accordingly. Maintain a repository of contracts, MSAs, NDAs, and AMC agreements. 3. Facilities Management Supervise maintenance of utilities and physical infrastructure (plumbing, electrical, HVAC, etc.). Manage workspace planning, including seating charts, office expansions, or renovations. Enforce safety and security protocols including fire safety drills, CCTV reviews, and guard rotations. Maintain AMC and insurance records for physical assets and equipment. 4. Finance & Compliance Support Track budgets, forecast operational spends, and flag variances. Coordinate invoice processing and vendor payment cycles with finance. Maintain and disburse petty cash; process reimbursements as per company policy. Collaborate with finance on TDS, GST, and audit document preparation. 5. IT & Asset Operations Manage procurement, tagging, allocation, and decommissioning of laptops, monitors, dongles, etc. Liaise with internal IT support for maintenance, provisioning, and incident handling. Administer access rights for VPNs, email systems, admin tools, and asset compliance. 6. Project & Execution Operations Drive execution for strategic projects like office setup, policy rollouts, relocations. Execute cross-functional tasks with internal teams and vendors with defined TAT. Maintain daily dashboards, trackers, and pending item logs. 7. Security & Access Management Monitor physical access (RFID/biometric logs), visitor entries, and contractor badges. Coordinate with IT for secure provisioning of digital access. Conduct security audits and drills; maintain emergency response protocols. 8. Special Operations / Strategic Ops Develop and update Business Continuity Plans (BCP). Identify cost-saving opportunities and run cost optimization programs. Drive sustainability initiatives (green office practices, e-waste, energy saving). Support compliance audits and investor/vendor due diligence processes. Additional Responsibilities: Weekly and monthly reporting to leadership with measurable outcomes. Training junior admin staff Building and updating SOPs and process documentation. Vendor market research and process benchmarking. Skills Required: Strong knowledge of operations, procurement, and facilities protocols. Proficient in MS Excel, Google Sheets, and task/project management tools (e.g., Trello, Asana, Jira). Ability to manage multiple priorities and deadlines independently. Vendor negotiation and contract evaluation. Clear and professional written/verbal communication. Strong attention to detail and ownership mindset. Good to Have: Experience in a fast-scaling startup environment. Familiarity with TDS, GST, and basic compliance frameworks. Exposure to IT asset management tools and HRMS integrations. Qualifications: Bachelor's degree in business administration, Operations, or related field (required) 4–7 years of proven experience in Operations / Admin / Facilities role Experience working with external vendors, landlords, and government departments is a plus. Job Type: Full-time Pay: ₹20,000.00 - ₹40,000.00 per month Benefits: Provident Fund Schedule: Day shift Monday to Friday Morning shift Work Location: In person
