Admin & Facilities Manager

Zakapps Software; Chennai District; On-site; INR 550,000 - 850,000; Full time

Job summary

Zakapps Software in Chennai is seeking a skilled Office & Facilities Manager to oversee the setup of our new office, including interiors, furniture, and essential services, and to coordinate with designers, contractors, and vendors.

You will monitor progress, inspect work, manage budgets, and ensure timely handover while maintaining safety and quality standards. The role requires on-site presence, Tamil/English communication, and strong vendor negotiation.

Qualifications

• Graduate with 5–10 years of experience in office administration and facilities management.
• Hands-on experience managing commercial office setups, interior fit-outs, renovations or relocations.
• Practical knowledge of HVAC, electrical, plumbing, interior works and building maintenance.
• Proven ability to independently manage multiple vendors, contractors and schedules.
• Strong negotiation, budgeting, follow-up and problem-solving skills.
• Proficiency in Excel for expense tracking and reporting.
• Good communication in Tamil and English.
• Willingness to work on Chennai-site with minimal supervision.
• Diploma or degree in civil/electrical/mechanical engineering is a plus.

Responsibilities

• Oversee the setup of our new office, including interiors, workstations, meeting rooms, furniture, air conditioning, electrical installations and plumbing.
• Coordinate with interior designers, contractors and vendors to ensure timely completion within approved budgets and quality standards.
• Conduct regular site inspections, monitor progress, identify defects and ensure corrective work is completed before handover.
• Source vendors, compare quotations, negotiate pricing and terms, and track delivery and installation schedules.
• Verify completed work and vendor bills before recommending payments, and obtain approval for additional expenses.
• Maintain project schedules, expense records, contracts, warranties and handover documents.
• Provide regular updates to management on progress, pending decisions, costs and potential delays.
• Manage ongoing office maintenance, preventive servicing, annual maintenance contracts and breakdown resolution.
• Supervise housekeeping, security, office supplies and other administrative services.
• Coordinate with qualified contractors to ensure safe execution and adherence to applicable requirements.
• Address facility-related employee requests and ensure the office remains clean, safe and fully operational.

Skills

Office management

Facilities management

Vendor management

Budgeting

Excel

Bilingual Tamil/English

Education

Diploma or degree in civil/electrical/mechanical engineering

Job description

Roles & Responsibilities

• Oversee the setup of our new office, including interiors, workstations, meeting rooms, furniture, air conditioning, electrical installations and plumbing.
• Coordinate with interior designers, contractors and vendors to ensure timely completion within approved budgets and quality standards.
• Conduct regular site inspections, monitor progress, identify defects and ensure corrective work is completed before handover.
• Source vendors, compare quotations, negotiate pricing and terms, and track delivery and installation schedules.
• Verify completed work and vendor bills before recommending payments, and obtain approval for additional expenses.
• Maintain project schedules, expense records, contracts, warranties and handover documents.
• Provide regular updates to management on progress, pending decisions, costs and potential delays.
• Manage ongoing office maintenance, preventive servicing, annual maintenance contracts and breakdown resolution.
• Supervise housekeeping, security, office supplies and other administrative services.
• Coordinate with qualified contractors to ensure safe execution and adherence to applicable requirements.
• Address facility-related employee requests and ensure the office remains clean, safe and fully operational.

Preferred Candidate Profile

• Graduate with 510 years of experience in office administration and facilities management.
• Hands-on experience managing at least one commercial office setup, interior fit-out, renovation or relocation project.
• Practical knowledge of air conditioning, electrical systems, plumbing, interior work and building maintenance.
• Proven ability to independently manage multiple vendors, contractors and work schedules.
• Strong negotiation, budgeting, follow-up and problem-solving skills.
• Ability to understand basic office layouts, review quotations and bills of quantities, and verify completed work.
• Proficiency in Excel for expense tracking, vendor comparisons and progress reporting.
• Good communication skills in Tamil and English.
• Proactive, accountable and comfortable working on site with minimal supervision.
• Experience with IT companies or multi-floor commercial offices and a reliable vendor network in Chennai would be an advantage.
• A diploma or degree in civil, electrical or mechanical engineering would be an added advantage.
• Available to work from the Chennai office, with flexibility to support critical installations, office moves or emergencies outside regular hours when required.