We are looking for a proactive, organised and hands-on Senior Executive Facility Management & Administration to take ownership of the day-to-day management and smooth functioning of the facility.

The role will be responsible for facility upkeep, housekeeping, security, gardening, electrical and plumbing maintenance, basic IT coordination, office setup, travel arrangements, event management, vendor management, stores and inventory, procurement and general administration.

The individual will act as a key point of contact for employees, service providers and vendors and will ensure that the workplace remains safe, clean, functional, well-maintained and adequately supported at all times.

Key Responsibilities

1. Facility Management & Maintenance

- Take overall responsibility for the day-to-day upkeep and functioning of the facility.
- Conduct regular inspections of the premises and identify maintenance, repair and improvement requirements.
- Coordinate electrical, plumbing, carpentry, civil, HVAC, pest control, landscape and other facility-related maintenance.
- Ensure timely resolution of breakdowns, complaints and maintenance issues.
- Maintain preventive maintenance schedules for equipment, utilities and infrastructure.
- Coordinate AMC renewals, servicing and periodic inspections.
- Ensure proper functioning of workspaces, meeting rooms, washrooms, pantry, common areas and other facilities.
- Coordinate office setup, relocation, seating arrangements and infrastructure requirements.

2. Housekeeping Management

- Supervise and monitor housekeeping staff and ensure adequate deployment.
- Maintain high standards of cleanliness, hygiene and presentation across the facility.
- Prepare and monitor daily housekeeping schedules and checklists.
- Ensure adequate availability of cleaning materials, equipment and consumables.
- Regularly inspect washrooms, pantry, common areas and workspaces.
- Address housekeeping-related concerns and ensure corrective action.

3. Security Management

- Manage and coordinate security services and security personnel.
- Monitor security staff attendance, deployment and performance.
- Ensure adherence to visitor management, access control and entry/exit procedures.
- Maintain security-related records, including visitor, incident and material movement registers.
- Coordinate with security agencies regarding manpower, performance and operational issues.
- Ensure appropriate security arrangements during events, meetings and special activities.

4. Electrical, Plumbing & General Repairs

- Coordinate day-to-day electrical and plumbing requirements.
- Ensure timely resolution of issues relating to lights, switches, power points, water supply, drainage, fixtures and fittings.
- Coordinate with electricians, plumbers, technicians and other service providers.
- Maintain records of recurring issues and recommend preventive solutions.
- Ensure maintenance work is undertaken safely and with minimum disruption.

5. Basic IT Support & Office Setup

- Provide/coordinate basic IT support for routine office requirements.
- Coordinate setup of desktops/laptops, printers, projectors, meeting-room equipment, network points, Wi-Fi and other office infrastructure in coordination with the IT team.




- Support new employee workstation and basic IT setup.
- Coordinate with internal IT teams or external vendors for technical issues requiring specialised support.
- Maintain records of office equipment and assets in coordination with IT.

6. Travel & Transportation

- Coordinate domestic and international travel arrangements for employees and management, as required.
- Manage flight, hotel, cab and local transportation bookings.
- Coordinate airport transfers and other travel logistics.
- Liaise with travel agencies and service providers.
- Maintain travel records and ensure cost-effective arrangements.

7. Event & Meeting Management

- Plan and coordinate internal meetings, celebrations, corporate events and employee engagement activities.
- Manage event logistics including venue, seating, catering, dcor, housekeeping, security, transportation and audio-visual requirements.
- Coordinate with internal stakeholders and external agencies/vendors.
- Ensure events are executed smoothly and within agreed budgets.
- Manage post-event closure, vendor bills and documentation.

8. Vendor Management

- Identify, coordinate and manage vendors/service providers for facility and administrative requirements.
- Manage vendors for housekeeping, security, gardening, maintenance, pest control, pantry, travel, events, transportation and other services.
- Obtain and compare quotations as required.
- Monitor vendor performance, service quality and adherence to agreed timelines.
- Maintain vendor records, contracts, AMCs and service schedules.
- Coordinate invoice verification and submission for payment.
- Escalate and resolve recurring vendor performance issues.

9. Stores & Inventory Management

- Manage facility and administrative stores and inventory.
- Maintain adequate stock of stationery, housekeeping materials, pantry supplies, maintenance items, consumables and other office requirements.
- Monitor minimum stock levels and initiate timely replenishment.
- Maintain proper inward, outward and issue records.
- Conduct periodic physical verification of inventory.
- Ensure proper storage and minimise wastage, pilferage and excess inventory.

10. Procurement & General Administration

- Coordinate procurement of facility, office and administrative requirements.
- Obtain quotations and coordinate purchases in accordance with organisational procedures.
- Track orders, deliveries and pending requirements.
- Verify materials and services received against approved requirements.
- Coordinate with Finance, HR, IT and other departments for administrative requirements.
- Maintain proper documentation and records of purchases and services.

11. Safety, Compliance & Emergency Management

- Ensure the facility is maintained in accordance with applicable safety and operational requirements.
- Monitor fire extinguishers, fire alarm systems, emergency lighting and other safety equipment.




- Coordinate fire drills and emergency preparedness activities.
- Ensure emergency exits, access routes and safety signage remain clear and functional.
- Maintain records of inspections, AMC/service reports and compliance-related documentation.
- Coordinate appropriate response during emergencies, breakdowns or security incidents.

12. Employee Facilities & Workplace Support

- Act as the point of contact for employees for day-to-day facility and administrative requirements.
- Ensure availability of essential workplace amenities and services.
- Coordinate seating, access cards, workstations, lockers and other workplace requirements.
- Support employee onboarding from a facilities and administration perspective.
- Respond promptly to facility-related complaints and ensure closure within agreed timelines.

13. MIS, Documentation & Reporting

- Maintain daily/monthly facility management checklists and records.
- Track maintenance complaints and ensure timely closure.
- Maintain records of vendors, AMCs, warranties, service schedules and contracts.
- Track facility-related expenses and support budget monitoring.
- Prepare periodic reports on facility operations, inventory, vendors, maintenance and pending issues.
- Escalate critical issues and recurring problems to the reporting manager with appropriate recommendations.

14. Other Administrative Responsibilities

- Take ownership of any other facility, administration or workplace-related activity required for the smooth functioning of the organisation.
- Coordinate with HR, IT, Finance, Procurement and other departments on cross-functional requirements.
- Be available to handle urgent facility and administrative matters when required.
- Continuously identify opportunities to improve workplace efficiency, service quality and cost effectiveness.

Key Skills & Competencies

- Strong facility and administration management skills.
- Hands-on approach to managing day-to-day facility operations.
- Good knowledge of housekeeping, security, maintenance and workplace management.
- Strong vendor coordination and negotiation skills.
- Basic understanding of electrical, plumbing, civil and general maintenance.
- Basic knowledge of IT infrastructure and office setup.
- Positive event and travel coordination skills.
- Strong inventory and stores management skills.
- Excellent coordination, follow-up and problem-solving abilities.
- Ability to manage multiple priorities and work under pressure.
- Strong communication and interpersonal skills.
- Proactive, responsible and service-oriented attitude.
- Good documentation and reporting skills.
- Working knowledge of MS Office / Google Workspace.

Educational Qualification Graduate in any discipline.

A qualification in Facility Management, Administration, Operations, Hospitality Management or a related field will be an added advantage.

Experience

4 - 7 years of relevant experience in facility management, corporate administration, office administration, property management, hospitality, workplace management or a similar role.

Candidates with experience managing housekeeping, security, maintenance, vendors, stores, office administration and workplace facilities will be preferred.

📌 Senior Executive - Facility Management & Administration (Bengaluru)
🏢 NVT QUALITY LIFESTYLE ESTATE
📍 Bengaluru