Manager Facilities & Administration

Annual CTC: 12 16 LPA (Inclusive of all benefits)

Role Overview The Manager Facilities & Administration shall be responsible for the overall management, operation, maintenance, and upkeep of IIIDEM's campus infrastructure, including academic and administrative buildings, residential facilities, training venues, utilities, and other institutional assets.

The incumbent shall ensure a safe, secure, clean, and effective campus environment through effective coordination with internal divisions, service providers, and other stakeholders. Preference shall be given to retired Armed Forces personnel with relevant administrative and facility management experience; however, this is desirable and not mandatory.

Scope of Work

- Manage day-to-day operations and maintenance of the IIIDEMs campus and institutional facilities.
- Ensure smooth functioning of academic, residential, and support infrastructure.
- Coordinate with internal divisions and external agencies for maintenance, official visits, and institutional events.
- Supervise facility service providers, monitor contracts and AMCs, and ensure quality service delivery.
- Prepare maintenance plans, budgets, and periodic reports, and recommend infrastructure improvements.

Key Responsibilities

Facilities Management

- Ensure efficient operation and maintenance of all institute buildings, classrooms, residential facilities, auditoriums, conference halls, dining facilities, parking areas, and common spaces.
- Monitor the condition of institutional infrastructure and initiate timely repair, renovation, and preventive maintenance activities.
- Ensure uninterrupted functioning of utilities including power supply, DG sets, water supply, HVAC systems, lifts, plumbing, lighting, and sanitation facilities.
- Conduct regular inspections to ensure operational readiness of all facilities.

Campus Maintenance & Infrastructure

- Develop and implement preventive maintenance schedules for all civil, electrical, mechanical, and utility systems.
- Coordinate with engineering agencies and maintenance contractors for repair and upkeep of institutional assets.
- Monitor facility-related complaints and ensure timely resolution.
- Ensure proper upkeep of furniture, fixtures, equipment, and institutional assets.

Residential and Training Facilities

- Oversee maintenance and operational readiness of residential accommodation, training venues, auditoriums, seminar halls, classrooms, demonstration and conference facilities.
- Ensure cleanliness, hygiene, comfort, seating arrangements, audiovisual support, signage and other logistical requirements.
- Coordinate accommodation support during training programmes and institutional events.
- Address accommodation-related issues promptly.

Protocol & Event Coordination

- Coordinate with the Protocol Team and other stakeholders to provide facility and logistical support for official visits, institutional programmes, conferences and other events.
- Facilitate venue preparation, hospitality, transportation support, and visitor facilitation.




- Ensure seamless facility support during high-profile meetings and events.

Vendor & Contract Management

- Supervise housekeeping, security, horticulture, maintenance, and facility management agencies.
- Monitor contractor and AMC performance to ensure compliance with contractual obligations and quality standards.
- Assist in preparation of technical specifications, procurement requirements, and vendor evaluations.

Safety & Compliance

- Ensure compliance with fire safety, workplace safety, environmental regulations, and institutional policies.
- Coordinate periodic inspections of fire safety systems, emergency exits, electrical installations, and disaster preparedness measures.
- Support implementation of safety audits and corrective actions.

Budgeting & Administration

- Prepare annual maintenance plans and facility budgets.
- Monitor expenditure related to maintenance, repairs, utilities, and facility operations.
- Recommend cost optimization and infrastructure improvement initiatives.
- Maintain records relating to maintenance activities, contracts, inspections, and institutional assets.

Reporting & Documentation

- Prepare periodic facility management reports and dashboards.
- Maintain records of maintenance schedules, inspections, inventories, vendor performance, and service requests.
- Submit management reports highlighting infrastructure status, pending issues, and improvement recommendations.

Minimum Qualification Essential Qualification

- Bachelor's Degree in Civil Engineering, Mechanical Engineering, Electrical Engineering, Architecture, Facility Management, Hotel Management, Hospitality Management, Public Administration, Business Administration, or any other relevant discipline from a recognized university/institution.

OR
- Any equivalent qualification with substantial professional experience in Facility Management, Campus Administration, Infrastructure Management, or Institutional Administration.

Minimum Experience

- Minimum 8 years of post-qualification experience in Facility Management, Infrastructure Management, Estate Management, Campus Administration, Institutional Administration, Hospitality Operations, or related fields.
- Experience in managing educational institutions, training institutes, government establishments, corporate campuses, hotels, convention centres, hospitals, defence establishments, or large institutional campuses will be preferred.
- Experience in supervising multidisciplinary facility management teams and contractors is highly desirable.
- Retired Armed Forces personnel with relevant experience in administration, logistics, infrastructure management,



or establishment management shall be given preference; however, this is not mandatory.

Required Skills & Competencies Facility & Infrastructure Management

- Strong knowledge of building maintenance, civil works, electrical systems, plumbing, HVAC, utilities, and facility operations.
- Understanding of preventive maintenance practices and infrastructure lifecycle management.
- Experience in managing residential facilities and residential infrastructure.

Administration & Coordination

- Excellent coordination and stakeholder management skills.
- Ability to manage multiple vendors and service providers simultaneously.
- Strong planning and organizational abilities.

Safety & Compliance

- Knowledge of fire safety regulations, disaster management, workplace safety, and statutory compliance related to institutional infrastructure.
- Familiarity with government procurement procedures and contract management is desirable.

Professional Skills

- Strong leadership and people management skills.
- Excellent communication and interpersonal abilities.
- Problem-solving and decision-making capability.
- Budget management and cost control skills.
- Good knowledge of MS Office, report preparation, and documentation.

Key Result Areas (KRAs) KRA 1: Campus & Infrastructure Maintenance

- Ensure all institute buildings, hostels, auditoriums, and facilities remain fully operational and well maintained.

KRA 2: Facility Readiness & Service Quality
- Ensure readiness of training venues, residential facilities, and conference infrastructure for all institutional programmes.

KRA 3: Vendor & Maintenance Management
- Efficient management of maintenance contracts, vendors, AMCs, and service providers while maintaining quality standards.

KRA 4: Protocol & Event Support
- Provide seamless infrastructure and logistical support for national and international events, VIP visits, and institutional programmes.

KRA 5: Safety, Compliance & Asset Management
- Ensure compliance with safety standards, statutory requirements, and preventive maintenance schedules while safeguarding institutional assets.

KRA 6: Administrative Efficiency
- Deliver timely maintenance services, optimize operational costs, and improve overall campus experience for trainees, faculty, and visitors.

Preferred Candidate Profile The ideal candidate should be an experienced facilities and administration professional with proven expertise in managing large institutional campuses, training facilities, hostels, auditoriums, and support infrastructure. The candidate should possess strong leadership, coordination, vendor management, and problem-solving skills, with the ability to maintain a safe, efficient, and high-quality campus environment. Experience in supporting large-scale government programmes, conferences, residential training institutions, or defence establishments will be an added advantage. Retired Armed Forces personnel with relevant administrative or establishment management experience will be preferred, though this is not a mandatory requirement.

📌 Facilities & Administration - Iiidem (New Delhi)
🏢 National Institute for Smart Government (NISG)
📍 New Delhi