Job Description

The Assistant Manager for Facilities and Administration in Hyderabad is responsible for the efficient and effective management of the company's workplace and administrative services. This role involves overseeing all aspects of office operations, maintenance, vendor management, and employee support services. A successful candidate will be a proactive, problem-solving leader who can ensure a safe, productive, and well-maintained work environment for all employees.

1. Facilities Operations and Maintenance:

Supervise day-to-day operations:

Oversee the maintenance and repair of the office infrastructure, including electrical, plumbing, HVAC, NOVAC, CCTV, Access Control, Pest Control, fire systems, and civil works.

Preventive and breakdown maintenance:

Develop and manage preventive maintenance schedules for all equipment and installations to ensure maximum uptime.

Regular inspections:

Conduct routine facility inspections to identify maintenance issues, ensure high standards of cleanliness, and check for safety compliance.

Space management:

Assist with space planning, seating arrangements, and the logistics for employee moves and office reconfigurations.

2. Administration and Office Services:

Office administration:

Oversee general office administrative tasks, including managing office supplies, front desk services, and mailroom operations.

Logistics coordination:

Handle logistics for daily commute, corporate events, meetings, and travel arrangements as needed.

Vendor management (Soft Services):

Coordinate and manage third-party vendors for soft services like housekeeping, pantry services, pest control, and landscaping.

Vendor management (Hard Services):

Monitor annual maintenance contracts (AMC) and coordinate with technical vendors and original equipment manufacturers (OEMs) for system maintenance.

3. Budgeting and Financial Management:

Cost management:

Assist in preparing and managing the facilities and administrative budget, identifying cost-saving opportunities, and tracking monthly provisions and expenses.

Invoice processing:

Ensure timely processing and payment of vendor invoices after verifying the services delivered.

4. Health, Safety, and Compliance:

Safety protocol:

Implement and enforce safety protocols and emergency procedures, including crisis management and business continuity plans.

Statutory compliance:

Ensure all facility operations comply with local regulations and statutory norms.

Emergency response:

Be available on call to respond to and manage facility-related emergencies.

5. Leadership and Communication:

Team leadership:

Manage, train, and motivate the on-site facilities and administrative staff.

Stakeholder liaison:

Act as a key point of contact for internal stakeholders, corporate clients, and vendors to ensure clear communication and issue resolution.

Reporting:

Prepare and present regular reports to management on facility performance, maintenance activities, and budget variances.

Required Qualifications

Education:

A Bachelor's degree in Facility Management, Business Administration, or a related field is preferred.

Experience:

Typically, 5 to 6 years of experience in general facilities management, logistics, or administration, preferably within a corporate environment in Hyderabad.

Technical skills:

+ Strong knowledge of building systems, including MEP (Mechanical, Electrical, Plumbing) and HVAC.
+ Proficiency in Microsoft Office Suite (Excel, Word, Outlook) for documentation and reporting.
+ Experience with facility management software and work order systems is a plus.
+ Experience with Oracle system for vendor purchase orders and payments.