Manager - Facility & Office Excellence

We are looking for a dynamic and proactive Facility & Office Excellence Manager to lead and streamline our administrative, facility management, and office operations functions.

This is a critical role that ensures our workplace runs efficiently, supports employee productivity, and provides a seamless experience across all aspects of facility operations, asset management, and office services.

Requirements:

Key Responsibilities:

Administrative & Operational Oversight:

- Oversee daily office administration activities, including front desk management, vendor coordination, housekeeping, and pantry services.

- Ensure smooth functioning of office utilities, mailroom operations, and transportation/logistics.

- Develop and maintain administrative processes to improve efficiency and ensure compliance.

- Manage office supplies and ensure availability of necessary stationery and equipment.

- Track and control administrative expenses within allocated budgets.

Facility Management & Office Operations:

- Manage all aspects of facility operations, including space planning, preventive maintenance, security, and safety protocols.

- Supervise third-party facility management (FM) vendors, ensuring SLAs are met and services are delivered effectively.

- Ensure all building services and office infrastructure are maintained in good working order.

- Coordinate with housekeeping, security, maintenance, and technical teams to ensure a seamless work environment.

- Oversee maintenance and upkeep of utilities, office assets, HVAC systems, electricals, and plumbing.

Project & Asset Management:

- Lead small to medium-scale workplace projects including office relocation, renovation, seating expansion, and reconfiguration projects.

- Maintain up-to-date records of office assets, oversee procurement, allocation, and lifecycle management of office equipment and furnishings.

- Monitor budgets related to facilities and administrative functions.

Compliance & Record Keeping:

- Ensure the facility complies with all applicable statutory and regulatory requirements (labour laws, municipal permits, pollution board regulations, etc.

- Maintain proper documentation for audits, licenses, certifications, and inspections.

- Liaise with government and regulatory bodies for necessary approvals and renewals.

Security & Safety Oversight:

- Manage on-site security personnel and access control systems to ensure workplace safety.

- Coordinate with internal teams for fire safety drills, evacuation plans, and first-aid readiness.

- Monitor CCTV, visitor management, and incident reporting protocols.

Event Planning & Execution:

- Plan and manage internal and external office events, including town halls, leadership visits, celebrations, offsites, and CSR initiatives.

- Coordinate event logistics end-to-end-venue selection, catering, AV setup, branding, and post-event feedback.

- Partner with internal teams for high-impact events to ensure strong employee engagement and execution excellence.

Key Skills & Qualifications:

- Experience: 6-10 years in facility management, office administration, or operations management roles.

- Education: Bachelor's degree in business administration, operations, or related field.

- Certification in facility or project management is a plus.

- Proven experience in managing facility vendors, handling large-scale office operations, and managing administrative teams.

- Strong organizational and project management skills with a keen eye for detail and ability to multitask.

- Hands-on experience in handling space planning, asset tracking tools, and administrative systems.

- Excellent communication, interpersonal, and negotiation skills.

- Ability to work independently, drive initiatives, and collaborate with multiple stakeholders.

- Tech-savvy with familiarity in facility-related software and tools.