We are looking for a proactive and detail-oriented Facility & Administration Executive to oversee the day-to-day administration and facility operations across our office premises. The ideal candidate will ensure a secure, efficient, and well-maintained workplace while coordinating with internal stakeholders and external vendors to deliver seamless administrative support. /n Key Responsibilities /n Facility Management /n /n

- Manage the day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment.

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- Oversee housekeeping, security, cafeteria, pantry, and office maintenance services.

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- Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment.

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- Ensure all facility-related issues are resolved within agreed service levels.

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- Conduct periodic facility inspections and recommend improvements.

/n /n Administration /n /n

- Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies.

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- Handle procurement of office stationery, pantry supplies, and administrative consumables.

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- Maintain office assets, inventory records, and vendor documentation.

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- Coordinate employee onboarding and offboarding from a facilities perspective (workspace allocation, ID cards, access cards, etc.).

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- Support office events, employee engagement activities, and leadership meetings

/n /n Vendor Management /n /n

- Identify, onboard, and manage facility and administration vendors.

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- Monitor vendor performance and ensure adherence to service-level agreements (SLAs).

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- Process vendor invoices, purchase orders, and payment requests in coordination with the Finance team.

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- Negotiate vendor contracts and optimize operational costs.

/n /n Compliance & Safety /n /n

- Ensure compliance with workplace safety standards and statutory regulations.

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- Coordinate fire safety drills, emergency preparedness activities, and health & safety audits.

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- Maintain records related to facility compliance, insurance, licenses, and certifications.

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- Work closely with internal stakeholders to ensure a safe and compliant workplace.

/n /n Budget & Reporting /n /n

- Assist in preparing and managing the annual administration and facility budget.

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- Track facility expenses and identify opportunities for cost optimization.

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- Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses.

/n /n Required Skills & Qualifications /n /n

- Bachelor's degree in Business Administration, Hospitality, Facility Management, or a related discipline.

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- 3–10 years of experience in Facility Management and Administration.

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- Experience managing corporate offices, preferably in a technology, startup, or corporate environment.

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- Strong vendor and stakeholder management skills.

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- Excellent organizational and multitasking abilities.

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- Good knowledge of office administration processes.

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- Familiarity with facility management systems and workplace operations.

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- Experience in procurement and inventory management.

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- Working knowledge of workplace safety and statutory compliance.

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- Proficiency in Microsoft Office (Excel, Word, PowerPoint).

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📌 Lead - Facilities & Admin (Mumbai)
🏢 LivSpace
📍 Mumbai