Administration and Facility Manager

ABOUT

is a fast-growing, Series B AI-powered automotive retail SaaS company headquartered in Gurugram. We help automotive dealerships and OEMs transform their digital retail experience using cutting-edge AI and computer vision technology. As we scale rapidly, we are building a world-class office environment and need strong operations professionals who can keep our workplace running seamlessly.

ROLE OVERVIEW

We are looking for a proactive and experienced Administration & Facility Manager to manage and oversee all aspects of our office operations, facility upkeep, vendor management, and administrative support. The ideal candidate brings a hands-on approach, strong organisational skills, and the ability to manage multiple priorities while ensuring a safe, clean, and productive workplace for all employees.

KEY RESPONSIBILITIES

Facility & Office Operations

• Oversee day-to-day facility operations including housekeeping, security, horticulture, pest control, and UPS monitoring.
• Manage repair and maintenance coordination across electrical, plumbing, civil, and IT infrastructure.
• Ensure CCTV monitoring and fire & emergency preparedness are maintained at all times.
• Conduct regular facility inspections and maintain AMC (Annual Maintenance Contract) schedules.

Vendor & Procurement Management

• Identify, onboard, and manage service vendors ensuring quality and cost efficiency.
• Handle procurement of office supplies, stationery, housekeeping materials, and pantry items.
• Process vendor invoices, payments, and maintain proper documentation.
• Negotiate contracts and drive cost optimisation initiatives.

Travel, Logistics & Guest Management

• Manage employee travel bookings — flights, trains, hotels, and cab arrangements.
• Coordinate guest visits, senior management stays, and client accommodation requirements.
• Oversee visitor management, ID card issuance, and access control systems.

Team & Cross-functional Support

• Lead and manage facility support staff including housekeeping, security, and front desk personnel.
• Provide administrative support across HR, Finance, Sales, and other business functions.
• Plan and execute office events, celebrations, and festival decorations.
• Maintain MIS reports, operations trackers, and stock registers.

REQUIREMENTS

Qualifications & Experience

• Graduate in any discipline (B.A., , ., or equivalent).
• 4–8 years of experience in facility management, office administration, or related roles.
• Prior experience in a corporate office, co-working space, or tech/startup environment preferred.
• ITI certification or equivalent vocational qualification is a plus.

Skills & Competencies

• Strong knowledge of housekeeping standards, security protocols, and facility SOPs.
• Hands-on experience with vendor coordination, AMC management, and procurement processes.
• Proficiency in MS Office — Word, Excel, and PowerPoint.
• Working knowledge of CCTV systems, UPS monitoring, and emergency response procedures.
• Good communication skills in Hindi and English (spoken and written).
• Strong leadership, discipline, and team management capabilities.
• Positive problem-solving attitude with the ability to handle pressure situations calmly.

WHAT WE OFFER

• Competitive salary and performance-based incentives.
• Fast-paced, high-growth startup environment with real ownership of your function.
• Opportunity to build and improve facility systems from the ground up.
• Collaborative team culture with cross-functional exposure.
• 5-day work week from our modern Gurugram office.