Facilities & Office Admin Manager

3 weeks ago

Aligarh, Uttar Pradesh, India Darwix AI Full time

We're Hiring: Facilities & Office Administration Manager

Gurgaon (On-site) | Full-Time | 10+ Years Experience

About Darwix AI

Darwix AI is one of India's fastest-growing GenAI startups, redefining enterprise sales and customer engagement with real-time conversational intelligence. While our core is AI-driven, we believe a smooth, safe, and well-managed workplace is key to building high-performing teams.

Role Overview

We're looking for a hands-on Facilities & Office Administration Manager to run our office infrastructure, daily operations, vendors, compliance, and workplace safety. You'll ensure our employees work in a seamless, secure, and comfortable environment while optimizing costs and operational efficiency.

What You'll Work On

1. Facilities & Infrastructure

  • Manage electricity, DG, UPS, water, AC, ventilation, internet, CCTV, printers, fire safety, and other office utilities.
  • Ensure preventive maintenance, quick breakdown resolution, and vendor SLA compliance.

2. Daily Office Operations

  • Oversee housekeeping, pantry, stationery, front desk, security, and visitor management.
  • Monitor hygiene, consumables, and office cleanliness standards.

3. People & Access Management

  • Onboard new joiners with desk setup, ID/access cards, and basic kits.
  • Manage exits, asset returns, access deactivation, and clearances.
  • Track attendance, late entries, and exceptions.

4. Vendors, Leases & Projects

  • Maintain a reliable vendor bench, negotiate costs, track AMCs, and monitor service quality.
  • Coordinate lease agreements, office fit-outs, repairs, and landlord escalations.

5. Bills, Cash & Records

  • Verify bills, reconcile petty cash, maintain records for leases, insurance, licenses, and safety certificates.

6. Compliance & Safety

  • Keep NOCs, insurance, safety certificates, and first-aid kits up to date and audit-ready.

7. Reporting & KPIs

  • Prepare monthly MIS: spend vs budget, incidents, vendor scorecards, SLA compliance, and risks/fixes.
  • Track KPIs: utility uptime, hygiene audit scores, ticket closure times, and budget adherence.

8. After-Hours Readiness

  • Ensure late-shift office readiness and provide on-call support for urgent issues.

Who You Are

10+ years in facilities/office admin with stable tenure and clean references.

Hands-on experience with utilities, IT/office infrastructure, vendors, and housekeeping.

Strong negotiation, documentation, and Excel/email skills.

Trustworthy with keys, cash, and confidential information.

Why Join Us?

Competitive salary + performance bonuses

Clear SOPs and handover from day one

Opportunity to own and scale the office operations at a fast-growing startup

Work with a high-performing team in a collaborative culture

How to Apply

Send your resume to career@darwix.ai

Subject: Facilities & Office Admin Manager – [Your Name]

Darwix AI – Building the world's most scalable AI sales intelligence platform. From India, for the World.

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