– Facility & Administration Manager Position: Facility & Administration Manager

Department: Administration / Operations

Location: Bengaluru, India

Employment Type: Full-Time

About Organisation

We are a healthcare-focused organization committed to delivering technology-enabled solutions that improve healthcare experiences and outcomes. As we continue to grow, we are looking for a proactive and experienced Facility & Administration Manager to manage our workplace facilities and administrative operations and ensure a safe, efficient, and employee-friendly work environment.

Role Overview The Facility & Administration Manager will be responsible for the overall management of office facilities, administration, vendors, workplace services, employee support, safety, transportation, procurement, and day-to-day administrative operations.

The role requires someone who can independently manage multiple stakeholders, identify operational requirements proactively, resolve issues efficiently, and ensure smooth functioning of the office.

Key Responsibilities

1. Facility & Workplace Management

- Manage the day-to-day operations of the office and ensure smooth workplace functioning.
- Ensure the office is maintained to high standards of cleanliness, hygiene, safety, and professionalism.
- Oversee housekeeping, pantry, security, maintenance, electrical, plumbing, HVAC, and other facility requirements.
- Conduct regular facility inspections and proactively identify maintenance requirements.
- Coordinate preventive and corrective maintenance activities.
- Manage office seating arrangements, workspace requirements, and relocation/expansion activities.
- Coordinate with building management for infrastructure and common-area issues.

2. Administration & Office Operations

- Manage day-to-day administrative activities and ensure timely completion of office requirements.
- Maintain office supplies, stationery, pantry supplies, and other consumables.
- Monitor inventory levels and ensure timely procurement.
- Maintain records of office assets, keys, access cards, equipment, and other administrative items.
- Manage visitor management and office access requirements.
- Support new joiners with seating, access, and other workplace arrangements.
- Coordinate office requirements during employee exits and transfers.

3. Vendor & Contract Management

- Identify, evaluate, onboard, and manage facility and administrative vendors.
- Manage vendors for housekeeping, security, pantry, pest control, maintenance, transportation, courier, printing, and other services.
- Negotiate commercial terms and ensure services are delivered within agreed SLAs.
- Monitor vendor performance and address service gaps.
- Maintain vendor contracts, AMC records, renewal schedules, and service documentation.
- Review vendor invoices and coordinate with Finance for timely processing.
- Explore opportunities for cost optimization and service improvement.

4. Transportation & Employee Logistics

- Manage employee transportation requirements, where applicable.
- Coordinate cab/transport vendors and monitor service quality and adherence to agreed schedules.
- Ensure appropriate transportation arrangements for employees working late hours,



wherever applicable.
- Maintain transportation-related records and vendor documentation.
- Address employee transportation concerns and coordinate timely resolution.

5. Security & Safety

- Ensure appropriate workplace security and access-control measures are in place.
- Coordinate with security personnel and building management.
- Ensure fire safety equipment, emergency exits, first-aid kits, and other safety provisions are maintained.
- Coordinate fire drills and emergency preparedness activities.
- Maintain records of safety inspections, certifications, and facility compliance requirements.
- Escalate and resolve safety or security concerns promptly.

6. Procurement & Inventory Management

- Manage procurement of office supplies, furniture, equipment, pantry items, and other administrative requirements.
- Obtain and compare quotations and negotiate with vendors.
- Coordinate purchase approvals and purchase orders.
- Maintain accurate inventory records and conduct periodic physical verification.
- Monitor consumption patterns and identify opportunities to reduce wastage and unnecessary costs.
- Ensure timely availability of essential office supplies.

7. Employee Experience & Engagement Support

- Partner with HR to support employee engagement initiatives and workplace activities.
- Coordinate logistics for team lunches, celebrations, festivals, town halls, employee events, and other activities.
- Ensure appropriate arrangements for seating, food, venue, equipment, and other event requirements.
- Gather employee feedback on workplace facilities and take appropriate corrective action.
- Contribute towards creating a positive and employee-friendly workplace environment.

8. Office Events & Business Support

- Coordinate logistics for meetings, leadership visits, client visits, and company events.
- Ensure meeting rooms and common areas are maintained and ready for use.
- Coordinate catering, refreshments, seating, equipment, and other event requirements.
- Support office setup for special events and organizational initiatives.

9. Budget & Cost Management

- Prepare and monitor the annual/monthly administration and facility budget.
- Track facility-related expenses and ensure adherence to approved budgets.
- Review expenses and identify opportunities for cost savings.
- Maintain records of vendor costs, recurring expenses, AMCs, and other operational expenditure.
- Provide regular expense and budget reports to management.

10. Compliance & Documentation

- Maintain facility-related licenses, certificates, agreements, AMC documents, and statutory records.
- Ensure timely renewal of applicable contracts, licenses, and service agreements.
- Maintain facility SOPs, checklists, emergency procedures, and operational documentation.




- Ensure all facility activities comply with applicable company policies and safety requirements.

11. Reporting & Continuous Improvement

- Prepare regular reports on facility operations, expenses, vendor performance, maintenance, and pending issues.
- Maintain a tracker for facility-related requests and ensure timely closure.
- Establish and improve SOPs for administration and facility management.
- Identify operational gaps and implement process improvements.
- Introduce automation or digital tracking wherever practical to improve efficiency and transparency.

Required Qualifications & Experience

- Bachelor's degree in Business Administration, Facilities Management, Operations, or a related field.
- 5–8 years of experience in facility management, administration, workplace operations, or a similar role.
- Experience managing corporate office facilities and administrative operations.
- Strong experience in vendor management, procurement, and cost control.
- Experience managing housekeeping, security, transportation, pantry, and maintenance vendors.
- Good understanding of workplace safety and facility operations.
- Strong communication, negotiation, and stakeholder management skills.
- Excellent organizational and problem-solving abilities.
- Proficiency in MS Office / Google Workspace.

Preferred Skills

- Experience in a growing/start-up or corporate environment.
- Experience managing multiple vendors and service providers.
- Experience with facility management tools or administrative systems.
- Strong understanding of procurement and vendor negotiations.
- Ability to work independently and manage multiple priorities.
- Strong employee-service orientation.
- Ability to handle urgent operational requirements calmly and effectively.

Key Competencies

- Facility & Workplace Management
- Administration & Operations
- Vendor Management
- Procurement & Negotiation
- Budget & Cost Management
- Employee Experience
- Safety & Security
- Stakeholder Management
- Problem Solving
- Planning & Organization
- Process Improvement
- Communication

Key Performance Indicators (KPIs)

- Smooth and uninterrupted day-to-day office operations
- Timely resolution of facility and employee workplace issues
- Vendor SLA and service quality
- Office cleanliness, hygiene, and maintenance standards
- Cost optimization and budget adherence
- Timely preventive maintenance and AMC renewals
- Effective inventory and procurement management
- Employee satisfaction with workplace facilities
- Compliance with safety and administrative requirements
- Implementation and adherence to facility/admin SOPs
- Timely closure of operational requests and escalations

What We Are Looking For

We are looking for an organized, hands-on, proactive, and service-oriented skilled who can take ownership of the complete workplace and administrative function. The ideal candidate should be comfortable working independently, coordinating with multiple stakeholders, managing vendors, handling urgent requirements, and continuously improving workplace processes.

If you enjoy creating efficient workplaces, solving operational challenges, and ensuring employees have a smooth workplace experience, we would love to hear from you.

📌 Facility & Administration Manager (Bengaluru)
🏢 Nexifyr Consulting
📍 Bengaluru