Facilities Manager

Phoenix Business Advisory · India

Company:- Phoenix Business Advisory

Department:- Administration & Operations

Location:- Ahmedabad

Employment Type:- Full-Time

Experience:- 3–6 Years

Reports To:- HR Manager

About Phoenix Business Advisory:-

Phoenix Business Advisory is a business advisory firm specializing in business immigration and related advisory services. We are committed to maintaining a professional, efficient, and well-managed workplace that supports our employees and business operations.

Job Summary:-

We are looking for a proactive and experienced Facility Manager to oversee the day-to-day management, maintenance, safety, and smooth functioning of our office facilities. The ideal candidate will be responsible for maintaining a safe, clean, comfortable, and well-organized workplace while managing vendors, office infrastructure, housekeeping, supplies, maintenance activities, facility expenses, and administrative requirements.

Key Responsibilities:-

Facility & Office Management:-

• Manage the day-to-day operations and upkeep of the office premises.
• Ensure the workplace is clean, organized, safe, and well-maintained.
• Monitor office infrastructure, furniture, fixtures, electrical systems, HVAC/AC, plumbing, and other facilities.
• Conduct regular facility inspections and ensure timely resolution of issues.
• Proactively identify and address potential facility-related concerns.

Vendor & Service Provider Management:-

• Coordinate with housekeeping, security, maintenance, pest control, electrical, plumbing, and other service providers.
• Manage vendor relationships and ensure services meet required standards.
• Obtain quotations and coordinate approvals for facility-related purchases and services.
• Track vendor bills, contracts, renewals, and service schedules.
• Escalate and resolve vendor-related issues in a timely manner.

Office Administration:-

• Manage office supplies, stationery, pantry requirements, and administrative consumables.
• Monitor inventory and coordinate timely procurement.
• Maintain records of office assets, equipment, and facility materials.
• Coordinate seating arrangements and workspace requirements.
• Support office events, meetings, employee activities, and other administrative requirements.

Safety & Security:-

• Ensure workplace safety and security standards are maintained.
• Coordinate with security personnel and manage office access and visitor requirements.
• Ensure fire safety equipment and emergency systems are regularly inspected and maintained.
• Handle emergency repairs and safety-related concerns promptly.
• Maintain relevant safety and facility documentation.

Maintenance & Infrastructure:-

• Plan and coordinate preventive and corrective maintenance.
• Coordinate servicing and repairs related to electrical, HVAC/AC, plumbing, internet/network infrastructure, and office equipment.
• Maintain records of maintenance activities and service schedules.
• Minimize operational disruptions through proactive maintenance.

Budget & Cost Management:-

• Monitor facility and administrative expenses.
• Maintain records of vendor payments and facility-related expenditures.
• Support budgeting and cost-control initiatives.
• Identify opportunities to optimize facility costs without compromising service quality.

Employee Support:-

• Address employee concerns related to workplace facilities and infrastructure.
• Ensure employees have a comfortable and functional working environment.
• Coordinate with HR and Operations on facility-related requirements.
• Respond promptly to facility requests and ensure proper closure.

Compliance & Documentation:-

• Maintain records related to vendors, contracts, assets, maintenance, and facility operations.
• Track required licenses, certificates, inspections, and renewals.
• Support management and HR during audits and facility-related compliance requirements.

Required Qualifications & Skills:-

• Bachelor's degree in Facility Management, Business Administration, Operations, or a related field.
• 3–6 years of experience in facility management, office administration, workplace operations, or a similar role.
• Strong vendor management and negotiation skills.
• Good understanding of office infrastructure and maintenance.
• Strong organizational, coordination, and multitasking abilities.
• Excellent communication and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Ability to handle emergencies and operational issues effectively.
• Proficiency in MS Office and Google Workspace.
• Ability to coordinate effectively with internal teams and external service providers.

Preferred Skills:-

• Experience managing corporate offices.
• Experience handling multiple vendors and service providers.
• Knowledge of workplace health, safety, and security practices.
• Basic understanding of electrical, plumbing, HVAC, and general building maintenance.
• Ability to work independently and take ownership of facility operations.

Key Performance Indicators (KPIs):-

• Timely resolution of facility and maintenance issues.
• Office cleanliness and workplace standards.
• Vendor performance and service quality.
• Effective facility cost management.
• Timely completion of preventive maintenance.
• Availability of office supplies and functional infrastructure.
• Employee satisfaction with workplace facilities.
• Timely completion of safety and compliance requirements.

What We Offer:-

• Professional and growth-oriented work environment.
• Opportunity to work closely with management and cross-functional teams.
• Exposure to workplace administration and business operations.
• Professional growth and development opportunities.