Purpose/Objective

To support and manage back-office operations for the Facility Management function by ensuring effective administration, documentation, vendor coordination, billing support, MIS reporting, service contract management, and compliance monitoring across residential, commercial, mixed-use, and township developments.

The role is responsible for enabling seamless facility operations through effective operational support, data management, and process governance.

Key Responsibilities of Role

Facility Operations Support - Provide operational and administrative support to facility management teams across projects and assets.

- Coordinate facility-related requests, service records, maintenance schedules, and operational documentation.
- Monitor service requests and ensure timely closure in coordination with site teams.
- Support implementation of facility management processes and standard operating procedures.

Vendor Management Support - Coordinate onboarding and documentation of facility management vendors, contractors, and service providers.

- Maintain records of contracts, work orders, service agreements, and vendor compliance documents.
- Track vendor performance against service-level agreements (SLAs).
- Assist in processing vendor invoices and payment documentation.

Billing & Financial Coordination - Support verification and processing of facility-related invoices, purchase requests, and payment documents.

- Maintain records of operational expenses, utility payments, and service contracts.
- Assist in budget tracking and expenditure monitoring.
- Coordinate with Finance for invoice processing and payment reconciliation.

Documentation & Record Management - Maintain comprehensive records of contracts, statutory documents,



asset information, AMCs, and operational reports.

- Ensure proper filing and retrieval of facility-related documentation.
- Manage document repositories and support audit readiness.
- Monitor validity and renewal schedules of contracts, licenses, and agreements.

MIS & Reporting - Prepare monthly, weekly, and quarterly MIS reports related to facility operations.

- Track KPIs such as service requests, vendor performance, maintenance activities, utility consumption, and operational expenses.
- Generate dashboards and reports for management review.
- Ensure accuracy and timely submission of operational reports.

Asset & AMC Administration - Maintain asset registers and records of facility equipment and infrastructure.

- Track Annual Maintenance Contracts (AMCs) and service schedules.
- Coordinate preventive maintenance planning and reporting.
- Support asset lifecycle management activities.

Compliance & Governance - Monitor compliance with facility management policies, procedures, and statutory requirements.

- Support audits related to facility operations, documentation, and vendor management.
- Ensure timely maintenance of compliance records and certifications.
- Assist in corrective actions arising from audit observations.

Customer & Stakeholder Coordination - Coordinate with residents, occupants, tenants,



and internal stakeholders regarding operational requirements.

- Support resolution of facility-related concerns and service requests.
- Liaise with engineering, security, housekeeping, administration, and external service providers.
- Ensure effective communication between site operations and corporate teams.

Process Improvement & Digitalization - Support implementation of CAFM and digital facility management systems.

- Drive data accuracy and process efficiency through automation initiatives.
- Identify opportunities to improve reporting, documentation, and workflow management.
- Maintain operational databases and management information systems.

Technical Competencies

Facility Management Operations Support,Vendor Coordination & Administration,Billing & Invoice Processing,Contract & AMC Management,MIS Reporting & Dashboard Management

Qualifications and Experience

Educational Qualifications - Bachelor's Degree in Commerce, Business Administration, Facility Management, Engineering, Operations Management, or related discipline.

- MBA / PGDM in Operations, Facility Management, Administration, or Business Management preferred.

Experience - 4–7 years of experience in Facility Management Operations, Administration, Back Office Operations, Property Management, or Support Functions.

- Experience in Real Estate, Township Management, Commercial Buildings, Hospitality, Infrastructure, or Facility Management organizations preferred.
- Exposure to vendor management, documentation control, billing coordination, MIS reporting, and facility administration.
- Working knowledge of facility management processes and operational compliance requirements.

Facility Back Office

📌 Facility Back Office (Noida)
🏢 Adani Group
📍 Noida