Identify, onboard, and manage vendors for housekeeping, security, maintenance, pantry, stationery, and other services
Negotiate contracts, rates, and service-level agreements (SLAs)
Monitor vendor performance and ensure timely service delivery
Verify vendor invoices and coordinate payments with accounts
Maintain vendor records and compliance documentation
Supervise housekeeping staff and outsourced agencies
Ensure cleanliness and hygiene standards across office premises
Plan housekeeping schedules and periodic deep cleaning
Report and resolve cleanliness or maintenance issues
Maintain records of office assets (IT equipment, furniture, appliances, etc.)
Track asset allocation, movement, and disposal
Conduct periodic physical verification of assets
Coordinate repair, replacement, and maintenance of assets
Manage pantry supplies (tea, coffee, snacks, water, consumables)
Ensure pantry hygiene and availability of supplies
Coordinate with pantry vendors and staff
Monitor pantry expenses and control costs
Procure and manage office stationery and consumables
Maintain inventory and ensure timely replenishment
Issue stationery as per company policy
Track usage and optimize inventory levels
Oversee day-to-day office facilities operations
Coordinate with facility vendors for repairs and services
Ensure compliance with safety, health, and statutory norms
Handle employee requests related to office facilities
Maintain and monitor employee attendance records
Coordinate with HR on attendance, leave, and shift data
Resolve attendance discrepancies and system issues
Coordinate with HR and payroll for attendance and data inputs
Ensure timely submission of attendance and overtime records
Support payroll processing activities as required
Coordinate preventive and breakdown maintenance
Handle electrical, plumbing, HVAC, and civil maintenance issues
Liaise with building management and external authorities
Ensure compliance with fire safety and statutory inspections
RequirementsSkills & Competencies
Strong organizational and multitasking skills
Vendor negotiation and coordination skills
Knowledge of facility and office administration
Basic understanding of payroll and attendance systems
Good communication and interpersonal skills
Cost control and documentation skills
Bachelor’s degree in any discipline
2–5 years of experience in administration or facility management (adjustable)
Experience handling vendors, facilities, and office operations preferred
