Facilities Administrator

About the Role

We are looking for a proactive, highly organized, and execution-oriented Senior Executive Administration to manage the day-to-day administrative operations of our organization.

The role encompasses office administration, procurement, vendor management, administration stores, inventory control, facilities management, guest house operations, fleet coordination, employee engagement activities, MIS reporting, and administrative support to the promoter family. The ideal candidate should possess excellent coordination skills, strong commercial acumen, and the ability to manage multiple priorities while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Office Administration

• Ensure smooth day-to-day administration and efficient functioning of the office.
• Coordinate housekeeping, pantry, office maintenance, courier services, and general office support.
• Maintain office infrastructure, cleanliness, safety, and workplace standards.
• Coordinate repairs, maintenance activities, and workspace requirements.

Procurement & Vendor Management

• Manage procurement of office supplies, housekeeping materials, pantry items, furniture, office equipment, electrical, plumbing, HVAC, and maintenance materials.
• Source vendors, obtain quotations, negotiate commercial terms, and ensure cost-effective procurement.
• Raise Purchase Requisitions (PRs) and Purchase Orders (POs), coordinate approvals, track deliveries, and process invoices.
• Hands on experience in Purchase Requisitions (PR), Purchase Orders (PO), Goods Receipt (GRN), invoice verification, and procurement reporting.
• Develop and maintain strong relationships with vendors and monitor service quality and contract compliance.

Administration Store & Inventory Management

• Manage the Administration Store and maintain inventory of office assets, furniture, maintenance materials, engineering spares, housekeeping consumables, pantry supplies, stationery, guest house inventory, and event materials.
• Maintain accurate stock records, conduct periodic stock verification, and ensure optimum inventory levels.
• Ensure proper storage, issuance, reconciliation, and documentation of all materials.

Asset, Facilities & Maintenance

• Maintain an updated asset register and coordinate movement, servicing, repair, and replacement of office assets and Assetization using RFID.
• Manage Annual Maintenance Contracts (AMCs) and ensure timely renewals.
• Coordinate preventive and breakdown maintenance for office infrastructure, HVAC systems, air conditioners, electrical and plumbing works, furniture, office equipment, CCTV, and other facilities.
• Ensure timely closure of maintenance requests with minimal operational disruption.

Guest House & Fleet Administration

• Manage guest house bookings, maintenance, housekeeping, inventory, and occupancy records.
• Coordinate driver schedules based on business and promoter family requirements.
• Ensure timely servicing, insurance renewal, statutory compliance, and maintenance of company vehicles.

Family Office Coordination

• Provide administrative support to the promoter family.
• Coordinate travel bookings, hotel reservations, transportation, family events, vendor appointments, and logistical requirements.
• Coordinate repair and maintenance activities for family properties, as assigned.
• Handle all family-related administrative requests with professionalism, discretion, and complete confidentiality.

Employee Engagement & Events

• Coordinate employee engagement initiatives, cultural celebrations, annual events, wellness activities, and office functions.
• Arrange event logistics including venue setup, vendor coordination, refreshments, decorations, gifts, and event materials.
• Support HR in executing employee engagement programs and corporate events.

MIS, Documentation & Reporting

• Prepare weekly and monthly Administration MIS reports and management dashboards.
• Perform data analytics on large datasets to generate actionable insights, identify trends, and support management decision-making.
• Maintain records of procurement, inventory, assets, AMCs, vendor database, PRs, POs, maintenance activities, guest house occupancy, vehicle records, and administrative expenses.
• Monitor departmental budgets, analyse procurement trends, identify cost-saving opportunities, and prepare reports for management review.
• Ensure proper documentation and filing of contracts, invoices, approvals, warranties, and administrative records.

Desired Candidate Profile

Education

• Bachelors degree in business administration, Commerce, Hospitality Management, Supply Chain, or a related discipline.
• Advanced proficiency in Microsoft Excel (Advanced Excel including Pivot Tables, Power Query, advanced formulas, dashboards) and Power BI is mandatory.

Experience

• 58 years of relevant experience in Administration, Procurement, Facilities, Corporate Services, or Office Management.
• Experience in promoter-driven or family-owned organizations will be an added advantage.
• Hands-on experience in procurement, inventory management, administration stores, vendor management, facilities coordination, guest house administration, and executive support is preferred.

Key Competencies

• Office Administration & Facilities Management
• Procurement, Vendor Management & Negotiation
• Store & Inventory Management
• Asset & AMC Management
• PR/PO Processing & Budget Monitoring
• MIS Reporting & Documentation
• Employee Engagement & Event Coordination
• Data Analytics & Business Intelligence
• Advanced Excel & Power BI Dashboard Development
• Data Visualization & Automation
• Strong Planning, Coordination & Follow-up Skills
• Excellent Communication & Stakeholder Management
• Analytical Thinking & Cost Optimization
• High Integrity, Ownership & Confidentiality