Office Admin & Facility Manager

Job Summary

We are looking for a proactive, organized and responsible Admin & Facility Coordinator to manage front desk operations, day-to-day office administration, housekeeping activities, vendor coordination, expense management and general facility operations. The candidate will help ensure smooth office functioning, maintain workplace hygiene and provide timely administrative support to employees and management.

1. Front Desk & Reception Management

• Welcome and assist visitors, clients and vendors in a professional manner.
• Handle incoming calls, emails and visitor registrations.
• Manage visitor entry and coordinate with the respective employees.
• Maintain visitor records and front desk documentation.
• Ensure the reception area is organized, presentable and welcoming.

2. Housekeeping & Facility Management

• Supervise housekeeping staff and monitor daily cleaning activities.
• Ensure cleanliness and hygiene across office premises, meeting rooms, pantry and common areas.
• Monitor housekeeping staff attendance, task allocation and work quality.
• Ensure adequate availability of housekeeping materials and consumables.
• Coordinate pest control, waste disposal and other facility-related services.

3. Office Administration & Assistance

• Handle day-to-day administrative activities and provide general office support.
• Manage office supplies, stationery, pantry materials and other consumables.
• Maintain inventory records and ensure timely replenishment of materials.
• Assist employees with basic administrative and facility-related requirements.
• Coordinate office arrangements for meetings, events and other activities.
• Handle courier, dispatch and document management.

4. Vendor Coordination & Management

• Coordinate with vendors, contractors and service providers.
• Follow up on quotations, service requests, invoices and payments.
• Monitor vendor service quality and ensure timely completion of assigned work.
• Coordinate maintenance services, including electrical, plumbing, AC and other facility-related requirements.
• Track Annual Maintenance Contract (AMC) renewals and preventive maintenance schedules.

5. Maintenance & General Operations

• Monitor office infrastructure, furniture, electrical equipment and appliances.
• Register and coordinate the resolution of office maintenance complaints.
• Conduct regular facility inspections and report issues to the concerned team.
• Ensure meeting rooms and office facilities are properly maintained.
• Support management with administrative reports and operational updates.

6. Documentation & Reporting

• Maintain administrative records, vendor details and inventory registers.
• Prepare daily, weekly and monthly administrative reports.
• Maintain housekeeping checklists and maintenance records.
• Handle documentation, MIS reports and other administrative data.

7. Expense Management & Reimbursement Coordination

• Manage day-to-day office expenses, including housekeeping, pantry, stationery, maintenance and other administrative expenses.
• Maintain records of office-related expenses, bills, invoices and payment receipts.
• Coordinate with managers regarding their official expenses and maintain accurate expense records.
• Collect, verify and track expense bills and supporting documents submitted by managers and employees.
• Maintain expense trackers and prepare periodic expense reports.
• Coordinate with the Finance team for expense reimbursements, payment processing and settlements.
• Monitor expenses against approved budgets and report discrepancies or unusual expenses.

8. Outdoor Coordination & Office Support

• Handle local purchases, office-related errands and other administrative tasks outside the office.
• Visit vendors, suppliers and service providers whenever required.
• Coordinate the collection and delivery of documents, materials and other office requirements.
• Support management and employees with operational and administrative requirements.

Required Skills & Qualifications

• Any graduate; a technical or administrative background is preferred.
• 3+ years of experience in administration, facility management or office management.
• Good communication and interpersonal skills.
• Strong vendor coordination and housekeeping supervision skills.
• Good working knowledge of MS Office, especially Excel, Word and PowerPoint.
• Basic expense tracking, bill verification and reimbursement coordination skills.
• Good organizational, multitasking and problem-solving abilities.
• Ability to coordinate effectively with employees, vendors and support staff.
• Positive attitude, time management and attention to detail.

Preferred Skills & Additional Requirements

• Experience handling front desk, reception and visitor management activities.
• Knowledge of facility management applications such as MyGate or similar tools.
• Experience in inventory management, maintenance coordination and expense tracking.
• Ability to independently manage multiple administrative activities.
• Candidates with their own two-wheeler or personal vehicle are preferred.
• A valid driving licence is preferred.
• Willingness to travel locally for vendor coordination, purchases and other office-related work.