Facility Manager

About Gruve
Gruve is an innovative software services startup dedicated to transforming enterprises to AI powerhouses. We specialize in cybersecurity, customer experience, cloud infrastructure, and advanced technologies such as Large Language Models (LLMs). Our mission is to assist our customers in their business strategies utilizing their data to make more intelligent decisions. As a well-funded early-stage startup, Gruve offers a dynamic environment with strong customer and partner networks.

About The Role
As the Facility Manager for Gruve India, you will be responsible for ensuring smooth and efficient operations of all Gruve India offices — including Pune (Smartworks & conventional office setups), Bangalore, Mumbai, and any other satellite locations. You will play a pivotal role in creating a safe, productive, and vibrant workplace experience aligned with Gruve's hybrid work culture.

The ideal candidate will be a hands-on leader capable of both independent execution and team management, overseeing daily facilities operations, vendor relationships, travel and logistics, and adherence to global compliance standards.

Key Responsibilities
Facilities Management

• Oversee day-to-day facility operations across Gruve offices in Pune, Mumbai, and Bangalore.
• Coordinate with Smartworks for managed office services and ensure SLA compliance.
• Supervise maintenance of infrastructure, furniture, utilities, and office equipment.
• Manage AMC renewals, vendor contracts, and periodic audits of facilities and assets.
• Implement safety, security, and housekeeping standards consistently across offices.
• Support new office setups or expansions including layout planning and vendor coordination.

Travel & Logistics

• Oversee the Travel Desk operations including bookings, reimbursements, and travel policy governance.
• Partner with People Experience, Finance, and Business teams to manage travel budgets and controls.
• Ensure smooth logistics support for company events, meetings, and cross-location travel needs.

Administration & Compliance

• Ensure compliance with all local statutory and regulatory requirements for facilities.
• Coordinate with HR, IT, and Security for employee onboarding/offboarding support.
• Maintain documentation of leases, agreements, and statutory inspections.
• Prepare and manage the facilities budget, ensuring cost efficiency and optimal resource utilization.

Team Leadership

• Lead a team of 4–5 office executives, attendants, and facility administrators.
• Create clear work allocation, shift scheduling, and SOPs for all administrative staff.
• Foster a culture of accountability, collaboration, and employee-first service mindset.

Vendor & Stakeholder Management

• Identify and manage vendor relationships for housekeeping, security, travel, and maintenance services.
• Evaluate vendor performance and negotiate contracts for cost and service optimization.
• Partner with cross-functional stakeholders to ensure smooth operations and business continuity.

Desired Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent negotiation and vendor management skills.
• Good understanding of workplace safety, security, and compliance norms.
• Proficiency in MS Office and comfort with HRMS/workplace management tools.
• Excellent communication, interpersonal, and leadership skills.
• High sense of ownership, urgency, and attention to detail.

Basic Qualifications

• Bachelor's degree in Facilities Management, Administration, or related field.
• 10-12 years of experience in facilities and admin management (preferably from IT/Technology setups).
• Experience handling multi-city facilities and working with managed office providers (e.g., Smartworks, WeWork, Awfis).
• Prior experience managing travel desks or pan-India admin operations will be an added advantage.

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Why Gruve
At Gruve, we foster a culture of innovation, collaboration, and continuous learning. We are committed to building a diverse and inclusive workplace where everyone can thrive and contribute their best work. If you're passionate about technology and eager to make an impact, we'd love to hear from you.

Gruve is an equal opportunity employer. We welcome applicants from all backgrounds and thank all who apply; however, only those selected for an interview will be contacted.