Facilities Assistant

About the Role

We are looking for a highly organized and proactive Administrative / Office Manager to oversee the day-to-day administrative and facility operations of our office. This role is responsible for ensuring a smooth workplace experience by managing office administration, vendor relationships, procurement, travel coordination, and employee support.

The ideal candidate should be detail-oriented, resourceful, and capable of managing multiple responsibilities while maintaining an efficient and well-organized office environment.

Key Responsibilities

Office Administration & Facility Management

• Ensure smooth daily office operations including office supplies, equipment, and workplace upkeep.
• Manage relationships with vendors for housekeeping, maintenance, security, internet, and IT services.
• Oversee facility management and ensure the office environment is safe, organized, and compliant with company policies.
• Coordinate maintenance requests and ensure timely resolution of facility-related issues.

Vendor Management & Procurement

• Manage vendor sourcing, negotiations, and coordination for office-related services.
• Handle procurement of office supplies, equipment, and other operational requirements.
• Maintain vendor records, agreements, and service schedules.
• Ensure cost-effective purchasing while maintaining quality standards.

Employee Support & Workplace Experience

• Coordinate office lunch arrangements and ensure pantry supplies are adequately stocked.
• Support employee onboarding logistics including workstation and seating arrangements.
• Plan and organize office events, celebrations, and team engagement activities.
• Provide general administrative support to employees and leadership when required.

Travel & Visa Coordination

• Arrange travel bookings including flights, accommodation, and local transport for employees and visitors.
• Coordinate visa processing and documentation for employees traveling internationally.
• Work with external agencies to ensure timely completion of visa and travel requirements.

Budget & Compliance

• Track office expenses and manage petty cash.
• Assist the finance team with administrative expense reporting and documentation.
• Ensure compliance with workplace policies and administrative procedures.

Required Qualifications

• Bachelors degree in Business Administration, Management, or a related field.
• 36 years of experience in office administration, office management, or facility coordination.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Fluency in Kannada is mandatory to coordinate with local vendors and staff.

Preferred Qualifications

• Experience in vendor management, procurement, and office operations.
• Experience coordinating corporate travel and visa processing.
• Candidates based near the office location in Bangalore are preferred.
• Female candidates are preferred for this role.

Skills Required

• Office Administration
• Vendor Management
• Procurement & Purchase Coordination
• Facility Management
• Event Planning & Employee Engagement
• Travel Coordination
• Budget Tracking
• Communication & Interpersonal Skills
• Workplace Safety & Compliance

Benefits

• Medical Insurance
• Paid Time Off
• Employee Recognition Programs
• Competitive Compensation
• Employee Referral Bonus Program
• Collaborative and supportive work environment
• Female candidates are preferred for this role.

Location & Work Mode

Location: Bangalore

Work Mode: Onsite (5 days a week)