Facility Manager

Regular Responsibilities:

· Cover reception desk from 9:00 - 18:00 (Monday – Saturday).

· Manage visitor sign-in/sign-out procedures (Envoy), issue visitor badges (creating Service Now ticket for record), and notify relevant employees of visitor arrivals (auto email-Envoy if don't respond with-in 15mins then Informing in-person over Slack or in-person).

· Receive and direct all visitors, technicians, vendors and deliveries.

· Manage visitor requests and liaise with Building Security on Gate Passes.

· Support HR with greeting and escorting candidates as well as office welcome for onboarding.

· Support onboarding of new hires by creating name tags for desks.

· Open, sort and route incoming mail & parcels, answer correspondence and prepare outgoing mail & courier shipments (local and international).

· Maintain logbooks for local compliance.

· Receive and log maintenance requests from employees, prioritizing and Immediately informing Facilities manager / Lead – APAC via email. Continue to engage with manager, provide necessary requested information around the maintenance till closer.

· Act as liaison for all departments for any questions, queries and ad-hoc requests.

· Maintain professional appearance of reception area.

· Ensure physical security standards are maintained, manage issuance of visitor badges and maintain record of badges.

· Coordinate with the landlord to issue Building Security badges and maintain record of badges.

· Coordinate employee requests via our ticketing system “Service Now” for Facilities topics.

· Manage common resting room & laundry.

· Assist with ordering supplies and distribution of all consumables and disposables.

· Maintain corporate standards while honouring the uniqueness of your office.

· Actively participate in Facilities team meetings.

· Remain flexible as the company grows, responsibilities arise and shift.

· Expense Reporting: Assist with expense reporting and invoice processing related to facilities and office supplies.

· Takes ownership of (end to end) and successfully delivers assigned tasks and projects within established timelines.

· Coordinate Catering and Event Setup: Manage daily lunch orders, including communicating with vendors, handling deliveries, and ensuring food quality.

· Maintain Cafeteria Operations: Oversee the placement of food, ensure proper washing and restocking of utensils, and document vendor feedback.

· Manages internal event catering by collecting event details and budget from stakeholders via “Service Now”, and sourcing vendor quotations for approval. Coordinates with the chosen vendor to confirm orders and ensure timely delivery, closing out the request upon successful completion.

· Soft Services Management: Oversee and coordinate all housekeeping activities, including daily cleaning schedules, quality control, and adherence to hygiene and waste disposal standards.Manage housekeeping inventory, supplies, and staff assignments while ensuring compliance with service level agreements (SLAs) and safety protocols.

· Responsible for the weekly coordination of pest control services, including technician collaboration, audit closure, and annual No Due Certificate (NDC) acquisition, while also managing invoice and documentation submission.

· Optimized manpower for all facilities management (FM) services, including cleaning, maintenance, and reception, by analysing data and coordinating with agency vendors. Managed staff schedules, provided daily guidance, delegated duties, and ensured compliance with all organizational policies and safety regulations.

Technical Responsibilities

· Possess a sound understanding of the facility's core technical infrastructure (e.g., HVAC systems, Power Distribution, Fire detection / suppression systems, office lighting systems, Plumbing) to effectively communicate with technical staff and understand the urgency of different issues.

· Developing and implementing a preventive maintenance schedule for all technical equipment and building systems.

· Conducting routine preventive maintenance on all electrical distribution boards to ensure optimal performance and reliability.

· Daily monitoring of the UPS (Uninterruptible Power Supply) room, including checking and recording room temperature and UPS load to prevent system overloads or failures.

· Performing a thorough fire panel inspection at the beginning and end of each shift, documenting and immediately reporting any trouble signals, alerts, or discrepancies to maintain a safe environment.

· Coordinating and supervising routine and emergency repairs, ensuring timely and effective resolution of issues.

· Maintaining detailed records of all maintenance activities, repairs, and inspections.

· Preparing regular reports on facility performance, expenses, and project status.

· Maintaining a comprehensive library of facility-related documents, including blueprints, schematics, and operating manuals.

· Coordinate and schedule maintenance (AMC frequency as per MSA) and repairs (corrective maintenance) for office equipment (e.g., HVAC, washroom, painting, carpet cleaning, MEP, etc.).

· Incident Response: Act as a communication hub during facility incidents (e.g., power outages, equipment failures, security breaches). Notify key personnel and provide real-time updates.

· Emergency Procedures: Be well-versed in the facility's emergency response plan. Guide visitors and staff during drills or actual emergencies.

· Supporting Technology Implementation: Assist in the implementation and adoption of any technology solutions aimed at improving Facilities management (e.g., work order systems, scheduling software, etc.).

Occasional Responsibilities:

· Cover tasks in absence of Office Coordinator, i.e. coordinate issues with building management and service vendors, including facility maintenance and repairs

· Support coordination of onsite meetings and corporate events, aid other departments in coordination of events and morale programs

· Keep on top of changes to company intranet website for Bangalore and coordinate with Facilities Manager for application

· Assist Office Coordinator locally & global Corporate Services Department to perform other reasonable tasks & duties as and when they occur and being assigned

· Be prepared to support Facilities projects as they arise, which includes (but not limited to) occasional support working OT on evenings and/or weekends

Experience, Skills:

· Consistent demonstration of clear, concise, and professional communication (written and verbal).

· Maintains a consistently neat, clean, and professional appearance.

· Composure & Poise: Remains calm and composed under pressure, handling challenging situations and difficult individuals effectively.

· Proactively offers assistance and responds promptly and efficiently to requests and inquiries.

· Maintains consistent punctuality and adheres to scheduled work hours.

· Adapts positively to changes in procedures, technologies, or priorities.

· Demonstrates honesty, integrity, and ethical conduct in all Interactions and Responsibilities.

· Good technical knowledge of building systems and infrastructure is a significant plus.

· Significant experience in an office environment

· English - fluent written and verbal

· Excellent customer service focus with very good interpersonal/problem solving skills.

· Ability to work independently and meet goals/objectives with minimal supervision

· Able to communicate effectively at all levels in a diverse and fast paced environment

· Flexible and able to multitask effectively

· Self-starter, organized, intuitive and perceptive

· Positive attitude and professional image

· Excellent Computer literate (Emails, Facilities Ticketing, Word, Excel, Power Point, PDF, etc.)

Job Type: Full-time

Pay: ₹38,000.00 - ₹40,000.00 per month

Work Location: In person