Office Operations Coordinator

7 days ago

Gurgaon, Haryana, India beBeeFacilities Full time ₹ 15,00,000 - ₹ 25,00,000

Administration and Facilities Manager

The Administration and Facilities Manager will be responsible for ensuring seamless day-to-day office operations, vendor management, procurement, travel coordination, compliance, and stakeholder management. The role requires strong organizational, negotiation, and operational skills to maintain high standards of service while adhering to timelines and compliance requirements.

Key Responsibilities:

  • Office & Facility Management: Ensure zero disruption to office operations through smooth day-to-day functioning of all office facilities, including workspace allocation, cleanliness, and maintenance. Oversee security, housekeeping, pantry, and reception operations. Implement and monitor preventive maintenance schedules, ensuring 100% adherence. Maintain compliance with safety, health, and environmental regulations.
  • Vendor & Contract Management: Manage relationships with facility, security, housekeeping, and other administrative vendors. Negotiate contracts, ensure timely renewals, and monitor service quality. Ensure 100% on-time contract renewals and vendor performance ratings meeting or exceeding agreed SLAs.
  • Procurement & Asset Management: Oversee the procurement of office supplies, furniture, and equipment at optimal cost. Ensure procurement within approved timelines. Maintain up-to-date asset inventory with tracking and tagging, ensuring zero asset loss incidents.
  • Travel & Event Coordination: Manage travel arrangements for employees and guests. Plan and execute corporate events, employee engagement activities, and meetings within approved budgets.
  • Administrative Compliance & Documentation: Ensure adherence to company policies, statutory requirements, and audit readiness, with zero non-compliance observations. Maintain updated documentation for licenses, agreements, and compliance records before due dates.
  • Stakeholder Management: Build and maintain strong relationships with all engaged stakeholders, including vendors, building management, and facilities teams.

Qualifications & Skills:

  • Bachelor's degree in Business Administration, Facility Management, or a related field.
  • 5+ years of experience in administration, facility, or office management roles.
  • Strong negotiation, vendor management, and contract administration skills.
  • Knowledge of safety, health, and environmental regulations.
  • Excellent organizational, communication, and problem-solving abilities.
  • Proficiency in MS Office and administrative tools.

Key Performance Indicators (KPIs):

  • Zero disruption to operations and services.
  • 100% preventive maintenance adherence.
  • On-time vendor contract renewals and performance above SLA.
  • Procurement within budget and timelines.
  • Zero non-compliance in audits.

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