About the Role

We are looking for a hands-on and experienced Administration, Facilities & Business Operations Manager who can independently manage the complete administration and infrastructure function across multiple locations. This role will have end-to-end responsibility for office administration, facility management, IT asset lifecycle, vendor management, procurement, infrastructure development, office setup and new business hub setup. The person will work closely with the Founders, Functional Heads, Finance, HR, IT and Hub Managers to understand business requirements, plan resources, manage costs and ensure that every location has the infrastructure and support required to operate efficiently.

We are looking for someone who can take ownership from planning to execution — whether it is setting up a new office, opening a business hub, procuring equipment, negotiating with vendors, managing existing facilities or resolving an urgent operational issue.

Key Responsibilities:

1. Administration & Overall Office Management

* Take complete ownership of administrative operations across all company offices and business locations.

* Manage day-to-day office requirements including housekeeping, security, pantry, office supplies, maintenance, transport and general workplace services.

* Establish standard administrative processes, SOPs, checklists and service standards across all locations.

* Ensure offices are well-maintained, organised, functional and equipped to meet business requirements.

* Manage office seating, space allocation, meeting rooms, visitor management, access arrangements and general workplace infrastructure.

* Oversee office expenses, petty cash, administrative purchases, maintenance requirements and service requests.

* Ensure timely resolution of employee and business-related administrative requirements.

* Maintain proper documentation of administrative activities, expenses, contracts, assets and service records.

2. Multi-Location Administration & Hub Management

* Manage and monitor administrative and facilities operations across multiple locations.

* Work closely with Hub Managers and location representatives to understand and fulfil administrative and infrastructure requirements.

* Establish uniform administrative standards and operating procedures across all offices and hubs.

* Conduct periodic reviews of each location to assess infrastructure, maintenance, housekeeping, security, assets and operational readiness.

* Monitor location-wise expenses, vendor performance, asset utilisation and pending administrative requirements.

* Ensure each hub operates within approved budgets and follows company policies.

* Take ownership of resolving location-specific infrastructure and administrative challenges.

* Develop centralised reporting mechanisms to track all locations and provide visibility to management.

* Coordinate inter-location asset movement, transfers, replacements and procurement requirements.

3. New Office Setup & Business Hub Expansion

* Take complete ownership of setting up new offices, business hubs, warehouses and operational facilities.

* Understand business requirements and prepare infrastructure plans, resource requirements and setup budgets.

* Identify suitable locations and coordinate with brokers, landlords, building management and relevant stakeholders.

* Manage lease documentation, rental agreements, deposits, negotiations and handover coordination with Finance and management.

* Plan office layouts, seating capacity, workstations, meeting rooms, storage areas, electrical requirements, internet connectivity and other infrastructure.

* Coordinate civil work, interiors, electrical installations, networking, furniture, air conditioning, security systems and other setup activities.

* Ensure all required equipment, furniture, internet, utilities and facilities are ready before business operations begin.

* Coordinate procurement, installation, testing and commissioning of required infrastructure.

* Manage office shifting, relocation, expansion and renovation projects.

* Prepare project timelines, track execution and ensure setup is completed within approved budgets and timelines.

* Conduct final readiness checks before handing over the facility to the respective business or Hub Manager.

4. Facilities & Infrastructure Management

* Manage the complete upkeep and maintenance of office infrastructure across all locations.

* Oversee electrical systems, air conditioning, UPS, DG backup, plumbing, internet connectivity, fire safety systems and other utilities.

* Ensure preventive maintenance schedules are followed and breakdowns are addressed without affecting business operations.

* Manage housekeeping, hygiene, pest control, drinking water, pantry services and workplace cleanliness.

* Coordinate Annual Maintenance Contracts (AMCs), repairs, servicing and equipment replacement.

* Monitor infrastructure utilisation and identify requirements for upgrades or expansion.





* Coordinate with landlords, building management and external service providers for infrastructure-related issues.

* Ensure uninterrupted availability of essential workplace facilities.

* Identify potential infrastructure risks and resolve them proactively.

5. IT Asset & Infrastructure Management

* Take ownership of the complete lifecycle of company IT assets including laptops, desktops, monitors, printers, networking equipment and accessories.

* Plan IT asset requirements based on hiring, replacement, expansion and business needs.

* Coordinate with the Technology team for laptop configurations, technical specifications, procurement and deployment.

* Ensure assets are tagged, recorded and allocated to employees and respective locations.

* Maintain a centralised IT asset register with purchase details, serial numbers, warranty, assigned employee, location and asset status.

* Manage asset allocation, handover, recovery, repair, replacement, transfer and disposal.

* Ensure laptops and other IT equipment are available before employee onboarding.

* Coordinate asset recovery during employee exits and ensure proper handover documentation.

* Track warranty periods, AMC renewals, repairs and replacements.

* Coordinate with internal IT teams and external service providers for hardware, network, Wi-Fi, printers, CCTV, biometric systems and conferencing equipment.

* Maintain records of software subscriptions, licences and renewals in coordination with the Technology team.

* Conduct periodic physical asset audits and resolve discrepancies.

* Ensure proper utilisation and accountability of company-owned IT assets.

6. Procurement & Purchase Management

* Manage end-to-end procurement for office administration, facilities, IT assets and business infrastructure requirements.

* Consolidate purchase requirements from functional heads, Hub Managers and business teams.

* Understand actual business requirements before initiating purchases and ensure procurement aligns with approved budgets.

* Identify suitable vendors, obtain quotations, compare pricing, evaluate quality and negotiate commercial terms.

* Prepare purchase recommendations and coordinate management approvals.

* Manage procurement of laptops, desktops, office furniture, appliances, electrical equipment, networking equipment, stationery, office supplies and other business requirements.

* Coordinate business-related purchases for new hubs, office expansions and operational requirements.

* Ensure timely delivery, installation and commissioning of purchased equipment.

* Verify quality and quantity of materials received against approved purchase orders.

* Maintain proper purchase records, quotations, approvals, invoices, delivery challans and warranty documents.

* Coordinate with Finance for invoice verification, payment processing and vendor reconciliation.

* Identify cost-saving opportunities without compromising quality or business requirements.

* Avoid unnecessary purchases, duplicate procurement and underutilisation of company assets.

7. Vendor Management & Commercial Negotiations

* Identify, evaluate, onboard and manage vendors across all locations.

* Manage vendors for housekeeping, security, maintenance, IT hardware, internet, transport, pantry, office supplies, furniture, civil work and other business requirements.

* Negotiate pricing, service scope, payment terms, delivery timelines and commercial conditions.

* Ensure proper agreements, Statements of Work (SOWs), quotations and supporting documents are maintained.

* Monitor vendor performance, service quality, delivery commitments and response timelines.

* Conduct periodic vendor reviews and address service-related gaps.

* Maintain a centralised vendor database with contact details, commercial terms, agreements and renewal dates.

* Track AMC renewals, rental agreements, service contracts and other recurring commitments.

* Verify vendor invoices against approved quotations, purchase orders and actual services delivered.

* Build reliable vendor relationships across different cities to support business expansion.

* Identify opportunities for vendor consolidation and improved commercial terms.

8. Budgeting, Cost Control & Financial Discipline

* Prepare annual budgets for administration, facilities, IT assets, infrastructure, maintenance and procurement.

* Prepare location-wise budgets for existing and upcoming business hubs.

* Track monthly expenses against approved budgets and report significant variances.

* Evaluate purchase requirements based on business necessity, cost,



quality and long-term utilisation.

* Negotiate with vendors to achieve competitive pricing and better service terms.

* Monitor recurring expenses such as rentals, electricity, internet, housekeeping, security, maintenance and AMCs.

* Identify opportunities to reduce operational costs through better planning, asset reuse and vendor management.

* Ensure purchases and administrative expenses follow the company's approval process.

* Prepare monthly MIS reports covering expenses, procurement, assets, vendor performance and infrastructure requirements.

9. Workplace Safety, Security & Compliance

* Ensure all company offices and facilities maintain appropriate safety, hygiene and security standards.

* Coordinate fire safety systems, emergency preparedness, evacuation drills and safety inspections.

* Maintain relevant facility licences, certificates, inspection records and renewal documentation.

* Coordinate with building management, landlords and external agencies for safety and infrastructure requirements.

* Ensure security personnel follow established visitor management, access control and incident-reporting procedures.

* Monitor housekeeping and workplace hygiene standards across locations.

* Maintain records of incidents, inspections and corrective actions.

* Escalate safety, security and compliance concerns to management without delay.

10. Employee Workplace Experience & Business Support

* Ensure employees have a clean, safe, comfortable and functional working environment.

* Address employee concerns related to facilities, seating, equipment, housekeeping and workplace services.

* Coordinate infrastructure and administrative requirements for current joiners and employee movements.

* Support HR and functional teams with office arrangements for leadership visits, manager meetings, training programmes and employee events.

* Ensure meeting rooms, workstations and common areas are ready for use.

* Gather feedback from employees and Hub Managers and take corrective action.

* Ensure administrative support is responsive and business teams are not held up due to avoidable infrastructure or facility-related issues.

11. Team Management, Process & MIS

* Manage and guide administrative staff, housekeeping teams, security personnel and location-level administrative representatives.

* Define responsibilities, service expectations and performance standards for administrative teams and outsourced service providers.

* Train Hub Managers and administrative representatives on company SOPs, asset management, vendor coordination and expense controls.

* Develop centralised trackers for assets, procurement, vendors, expenses, facility issues and contract renewals.

* Prepare periodic MIS reports for management.

* Track pending requests, issue-resolution timelines, recurring problems and corrective actions.

* Ensure proper documentation and accountability across all locations.

* Provide management with timely updates on infrastructure risks, expansion requirements, cost optimisation and operational readiness.

What We Expect From You:

* 10+ years of experience in Administration, Facilities Management, IT Asset Management and multi-location operations.

* Experience managing multiple offices, hubs, warehouses or business locations.

* Strong hands-on experience in setting up new offices, operational hubs and business facilities from scratch.

* Experience in procurement, vendor identification, commercial negotiations and contract management.

* Good understanding of IT assets, hardware procurement, inventory management and asset lifecycle.

* Experience managing administrative and infrastructure budgets across multiple locations.

* Ability to coordinate with Founders, Functional Heads, Finance, HR, Technology and Hub Managers.

* Strong understanding of office infrastructure, facilities maintenance, safety and workplace management.

* Experience in start-ups, healthcare, e-commerce, logistics or other fast-growing organisations will be preferred.

* Valuable knowledge of Excel, MIS reporting, ERP, procurement and asset management systems.

* Strong communication, negotiation, planning and problem-solving skills.

* Willingness to travel to different company locations as required.

What Success Looks Like in This Role:

* All company offices and hubs are operationally ready and well-maintained.

* New office and hub setups are completed within approved budgets and timelines.

* Employees receive timely administrative and infrastructure support.

* IT and non-IT assets are properly tracked, utilised and accounted for.

* Vendor services meet agreed quality and cost expectations.

* Procurement is planned, transparent and cost-effective.

* Administrative processes are standardised across all locations.

* Infrastructure issues are resolved proactively without disrupting business operations.

* Management has clear visibility of administrative costs, assets, vendors and infrastructure requirements.

📌 Manager - Administration Facilities (Chennai)
🏢 Ekaivaa Careers
📍 Chennai