Job Summary The Office Administrator is responsible for ensuring smooth day-to-day facility operations within the office environment. The role involves administration of office infrastructure, vendor coordination, workplace safety, asset management, housekeeping, utility monitoring, and employee support services to maintain a safe, efficient, and productive workplace.

Key Responsibilities Facility Operations:

- Oversee daily operations of office facilities, including workstations, meeting rooms, cafeteria, common areas, and utilities.
- Ensure proper functioning of electrical, HVAC, UPS, DG backup, lighting, plumbing, fire safety, and access control systems.
- Coordinate preventive and corrective maintenance activities.

Vendor & AMC Management:

- Manage facility vendors, including housekeeping, security, pest control, cafeteria, transport, and maintenance contractors.
- Monitor Annual Maintenance Contracts (AMCs) and service delivery compliance.
- Track vendor performance against SLAs and escalate service issues when required.

Administration & Compliance:

- Maintain facility records, maintenance logs, statutory documentation, and audit reports.
- Support compliance with local labor laws, fire safety regulations, environmental standards, and company policies.
- Assist during facility audits, inspections, and compliance reviews.

Workplace Management:

- Ensure office cleanliness, hygiene, and employee comfort standards are maintained.
- Manage seating allocation, office moves, workstation setup, and meeting room readiness.
- Coordinate office events, employee engagement activities, and visitor management support.

Asset & Inventory Management:

- Maintain inventory of office assets, consumables, stationery, and facility equipment.
- Track issuance and movement of assets and coordinate repairs or replacements.
- Support procurement activities related to facility requirements.





Safety & Emergency Preparedness:

- Support implementation of workplace safety procedures and emergency response plans.
- Coordinate mock drills, evacuation procedures, and first-aid readiness.
- Ensure fire extinguishers and safety equipment are regularly inspected and maintained.

Budget & Reporting:

- Track facility expenses and assist in budget planning and cost optimization initiatives.
- Prepare MIS reports related to facility operations, maintenance activities, and vendor performance.

Required Skills & Competencies

- Robust administrative and coordination skills
- Knowledge of facility management practices in IT/ITES environments
- Vendor management and negotiation skills
- Basic understanding of electrical, HVAC, and building systems
- Good communication and interpersonal skills
- Ability to manage multiple tasks and prioritize effectively
- Proficiency in MS Office and facility tracking systems

Qualification & Experience

- Bachelor’s degree in Administration, Facility Management, Engineering, or related field.
- 3–8 years of experience in facilities administration, preferably in IT/ITES or corporate office environments.
- Experience managing vendors, AMCs, and workplace operations preferred.

Preferred Experience

- Exposure to large office campuses or multi-floor operations
- Familiarity with ISO standards, EHS practices, and workplace compliance
- Experience in handling employee transport, cafeteria, or security coordination is an advantage

Key Performance Indicators (KPIs)

- Facility uptime and maintenance compliance
- Vendor SLA adherence
- Employee workplace satisfaction
- Timely closure of facility tickets/issues
- Cost control and budget adherence
- Audit and compliance readiness

Working Conditions

- Office-based role with coordination across multiple departments and vendors.
- May require availability during emergencies, maintenance shutdowns, or weekend support activities.

📌 Office Administrator (Sahibzada Ajit Singh Nagar)
🏢 Iron Systems
📍 Sahibzada Ajit Singh Nagar