Embassy Group, founded in 1993 and headquartered in Bangalore, is one of Indias leading real estate developers with a diversified portfolio spanning commercial office spaces, luxury residential projects, hospitality,retail, and education. It is known for landmark developments such as Manyata Business Park and Embassy GolfLinks, and for pioneering Indias first listed REIT Embassy Office Parks REIT With a strong focus on sustainability, renewable energy, and community development, Embassy Group continues to shape Indias urban landscape while maintaining global standards in design and execution Job Purpose: We are looking for an experienced Administration & Facilities professional to support the smooth and efficient functioning of Embassy Group’s Gurgaon office and business operations. The role will be responsible for day-to-day administration, facilities coordination, vendor management, workplace services and employee support. The incumbent will work closely with HR, Finance, Procurement, Business Teams and external service partners to ensure a well-managed and professional workplace environment.

Key Responsibilities
1. Office Administration
• Oversee the overall administrative operations of the Gurgaon office, ensuring efficient day-to-day functioning and service delivery.
• Ensure high standards of workplace facilities, cleanliness, hygiene, safety, and overall upkeep.
• Monitor the delivery and quality of workplace services, including reception, pantry, housekeeping, and other facility-related services.
• Ensure timely availability of essential office resources and supplies to support seamless business operations.
• Drive continuous improvement in workplace standards, operational efficiency, and employee experience. 2. Facilities Management
• Coordinate with building management and facility teams for maintenance-related requirements.
• Monitor electrical, HVAC, plumbing, civil and other facility-related issues.
• Ensure timely resolution of office maintenance and infrastructure concerns.
• Coordinate preventive maintenance activities and service schedules.
• Support office seating, space management and workplace requirements. 3. Vendor Management
• Drive end-to-end vendor governance, ensuring accountability for service delivery, SLA adherence,



and compliance with contractual obligations.
• Establish and monitor vendor performance metrics, conduct periodic reviews, and drive corrective actions to address service gaps.
• Identify and implement cost optimization opportunities through effective vendor negotiations, service-level reviews, and spend management.
• Ensure vendor service quality, operational efficiency, and cost-effectiveness while maintaining high workplace standards. 4. Employee & Workplace Support
• Coordinate employee requirements related to workplace facilities and administration.
• Support onboarding requirements such as workstations, access cards, stationery, welcome kits and other joining-related requirements.
• Coordinate administrative arrangements for employee engagement activities, meetings and events.
• Ensure a positive and well-maintained workplace experience for employees and visitors. 5. Courier & Dispatch Management
• Manage day-to-day inbound and outbound courier activities, including receiving, recording, sorting and dispatching documents and packages.
• Coordinate with courier partners for timely pickup and delivery of official documents, letters and packages.
• Maintain courier registers/records and track important or time-sensitive shipments.
• Coordinate with internal teams for timely dispatch and receipt of documents.
• Handle routine follow-ups with courier agencies and resolve delivery-related issues.
• Ensure proper documentation and acknowledgement for significant or confidential correspondence. 6. Security & Safety
• Coordinate with security personnel and building management to ensure appropriate security arrangements.
• Support fire safety drills, emergency preparedness and other safety initiatives.
• Ensure compliance with office safety and security protocols.
• Maintain relevant records and reports. 7. Travel & Event Support




• Support administrative arrangements for leadership meetings, conferences, town halls and corporate events.
• Coordinate logistics such as meeting rooms, catering, transportation and other requirements.
• Provide administrative support for business visitors and senior management as required. 8. Budget & Cost Control
• .
Own and track the administration and facilities budget, ensuring effective budget utilization and monitoring actual expenditure against approved budgets.
• Manage vendor costs, monitor recurring administrative expenses, and ensure adherence to agreed commercial terms.
• Track budget variances, maintain accurate expense documentation, and ensure timely processing of invoices.
• Drive cost optimization initiatives through vendor negotiations, efficient resource utilization, and process improvements while maintaining service quality and workplace standards. 9. Office Setup & Expansion
• Support the setup of new offices, project offices and business locations as required.
• Coordinate furniture, workstations, IT infrastructure, signage, stationery and other administrative requirements.
• Work with internal teams and vendors to ensure timely operational readiness of new facilities. 10. Reporting & Documentation
• Maintain records related to vendors, contracts, assets, inventories and facility services.
• Prepare periodic MIS and reports on administrative activities and expenses.
• Track pending maintenance and facility-related issues to ensure timely closure. Qualifications and Work

Experience:
• 5–10 years of experience in Administration, Facilities Management, Workplace Management or Corporate Services.
• Experience in real estate, infrastructure, construction, hospitality or a large corporate environment would be preferred.
• Valuable understanding of office administration and facilities operations.
• Experience in managing vendors and outsourced service providers.
• Strong coordination and stakeholder management skills.
• Good communication and interpersonal skills.
• Strong follow-up and execution capabilities.
• Ability to manage multiple requirements simultaneously in a rapid-paced workplace.
• Proficiency in MS Office, particularly Excel and PowerPoint.

📌 Assistant Manager Administration (Gurugram)
🏢 Embassy Developments
📍 Gurugram