: Facility Administrator

Job Title: Facility Administrator

Department: Administration / Facilities Management

Reports To: Facility Manager / Head of Administration

Location: Prasad Enclave Yeshwanthpur Bangalore

Experience: 6 to 7 Years

Job Purpose The Facility Administrator is responsible for the end-to-end administration of workplace facilities, ensuring a safe, clean, secure, and well-maintained setting for all employees. The role covers daily oversight of housekeeping, security, and helpdesk operations; coordination with external vendors and partners for specialised services; management of statutory compliance and safety protocols; asset and vendor contract administration; financial processing related to facility operations; and administrative support for employee travel and engagement events.

Key Roles & Responsibilities

1. Housekeeping & Workplace Upkeep

- Monitor daily cleaning activities across workstations, washrooms, and common areas in coordination with the housekeeping partner.
- Supervise periodic (weekly) deep cleaning activities.
- Coordinate routine pest control treatments through the designated pest control partner.
- Supervise the maintenance and hygiene of washrooms and the wellness room.
- Ensure meeting rooms are kept clean, tidy, and fully functional.
- Coordinate common area and equipment checks as part of routine building administration.
- Conduct basic inspections of lighting and electrical equipment.

1. Security & Access Management

- Oversee day-to-day security operations and visitor management in coordination with the security partner, using the visitor management system.
- Manage issuance and removal of biometric access and resolve attendance-related issues via the biometric platform.




- Monitor CC camera feeds using the surveillance management system.
- Inspect fire extinguishers and alarm systems on a quarterly basis with the fire safety partner.
- Conduct mock fire and evacuation drills on a half-yearly basis and prepare drill reports.

1. Employee Helpdesk & Support Services

- Respond to and resolve employee facility requests (AC, lighting, seating, etc.) via email/Teams.
- Attend to facility-related tickets raised through the ZingHr platform.
- Ensure pantry supplies (tea, coffee, water, snacks, etc.) are adequately stocked at all times.
- Arrange food for visitors and new joiners as required.
- Coordinate gift vouchers and seasonal gifts (New Year, Women's Day, employee birthdays, etc.).
- Manage procurement and issuance of employee ID cards.

1. Vendor, Asset & Contract Management

- Conduct formal vendor review meetings on a monthly basis to track service performance.
- Review preventive maintenance schedules for elevators, DG sets, UPS, and air-conditioning systems, and maintain preventive maintenance reports.
- Coordinate with the building landlord for infrastructure repairs and upkeep.
- Manage procurement of stationery materials through designated vendors as per requirement.
- Renew Annual Maintenance Contracts (AMCs) and SLAs to ensure uninterrupted service coverage.




- Maintain and update asset registers and asset tagging/numbering records.
- Support minor, approved alterations to cubicle and workstation layouts as part of space management.

1. Financial & Administrative Processing

- Maintain and reconcile petty cash on a daily basis.
- Track vendor invoices weekly to ensure timely bill processing and avoid missed payments.
- Process vendor invoices and utility bills, including invoice stamping, and route them to the department head for approval.
- Track and provide supporting documentation for corporate credit card usage to the Finance department.

1. Compliance, Safety & Audit

- Review statutory compliance documentation as part of the half-yearly Internal ISO Audit.
- Coordinate and support the Annual External ISO Audit, addressing observations to ensure no major or minor non-conformances.
- Monitor and supervise air-conditioning levels in coordination with the AC maintenance partner.
- Conduct weekly safety checks on emergency exits.

1. Travel, Logistics & Events Coordination

- Arrange cab bookings as required through the transportation partner.
- Coordinate domestic and international hotel bookings.
- Book domestic and international flight and train tickets as needed.
- Manage visa documentation for fresh applications and renewals for employees.
- Arrange overseas travel insurance for employees.
- Coordinate courier and parcel services as required.
- Plan and coordinate quarterly employee engagement events, including audio/video requirements, stage arrangements, and catering.

Pay: ₹600,000.00 - ₹800,000.00 per year

Benefits

- Health insurance
- Provident Fund

Work Location: In person

📌 Faculty Administrator (Yeswanthpur)
🏢 Exdion Healthcare Solutions
📍 Yeswanthpur