Administration and Facilities Manager

Dentsu Aegis Network; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Dentsu Aegis Network in Mumbai is seeking an experienced Administration & Facility Manager to own day‑to‑day admin, facilities, and studio support in a fast‑paced production environment. You will coordinate vendors, manage office operations, and ensure a seamless workplace experience for employees and partners.

Ideal candidates bring 6+ years in admin/facility roles, a background in production or media settings, and strong vendor, negotiation, and stakeholder management skills to drive

Qualifications

• Bachelor's degree in Administration, Operations, Facility Management, Hospitality or related field.
• 6+ years of hands-on experience in admin, facilities, workplace operations, or studio management.
• Experience in production houses or media/creative environments is mandatory.
• Strong vendor management, negotiation, and stakeholder engagement skills.

Responsibilities

• Own day-to-day administrative operations and office services.
• Manage facility services, security, maintenance, housekeeping, pantry, and utilities.
• Coordinate studio bookings, space allocation, and production support.
• Oversee procurement, inventory, asset management, and AMCs.
• Support HR with onboarding and workspace readiness.
• Ensure safety, compliance, and risk management for the office.

Skills

Administration & Facility Management

Vendor Management

Negotiation

Stakeholder Management

Project Management

Problem Solving

Education

Bachelor's degree in Administration/Operations/Facility Management or related field

Job description

Role & responsibilities

Role Overview

• We are looking for an experienced and hands‑on Administration & Facility Manager to take complete ownership of day‑to‑day administration, facility management, workplace operations, hospitality, infrastructure, and studio‑related requirements at Dentsu AMP.
• The role is responsible for ensuring that the office operates smoothly, efficiently, and to a high professional standard, while providing a seamless workplace experience for employees, clients, candidates, talent, production teams, and external partners.
• Prior experience in a production house, content agency, creative agency, media company, or similar environment is mandatory. The candidate should understand the pace and operational requirements of a production‑driven workplace and ideally have hands‑on exposure to managing studio spaces and production facilities.
• The ideal candidate will be highly proactive, organized, service‑oriented, and comfortable independently managing vendors, maintenance, procurement, hospitality, infrastructure, compliance, workplace operations, and studio support.

1. Administration & Office Operations

• Take complete ownership of day‑to‑day administrative operations.
• Ensure smooth functioning of workplace services and administrative activities.
• Manage office supplies, stationery, pantry requirements, housekeeping materials, and other operational requirements.
• Maintain adequate inventory levels and ensure timely replenishment.
• Coordinate seating, meeting rooms, common areas, workspaces, and other office infrastructure.
• Support HR and business teams with employee workplace requirements, including onboarding and workspace readiness.
• Maintain administrative records, documentation, contracts, licenses, and facility‑related information.
• Coordinate internal events, meetings, town halls, leadership visits, and other workplace activities.

2. Facility Management

• Take end‑to‑end ownership of the physical office infrastructure and facility.
• Ensure the workplace remains clean, safe, functional, organized, and well‑maintained.
• Oversee housekeeping, security, maintenance, pantry, reception, utilities, and other facility services.
• Coordinate repairs and maintenance related to electrical systems, air conditioning, plumbing, carpentry, civil work, internet, power backup, and general infrastructure.
• Conduct regular facility inspections and proactively identify maintenance or infrastructure issues.
• Ensure timely resolution of facility‑related concerns.
• Coordinate preventive maintenance schedules and Annual Maintenance Contracts (AMCs).
• Ensure common areas, meeting rooms, workspaces, and facilities meet appropriate standards.

3. Vendor Management

• Identify, evaluate, onboard, and manage vendors across facility and administrative services.
• Manage vendors for housekeeping, security, maintenance, pest control, pantry, catering, electrical, HVAC, transport, and other operational requirements.
• Negotiate commercial terms and ensure cost‑effective vendor partnerships.
• Monitor vendor performance against agreed service levels and quality standards.
• Coordinate vendor visits, maintenance schedules, service calls, and AMC requirements.
• Maintain records of vendor agreements, quotations, contracts, invoices, and service reports.
• Address vendor‑related escalations and ensure timely resolution.

4. Workplace Hospitality & Employee Experience

• Ensure a professional, welcoming, and well‑managed workplace environment.
• Oversee pantry and refreshment services, housekeeping standards, meeting room readiness, and common‑area upkeep.
• Manage hospitality arrangements for client meetings, leadership visits, candidate interviews, events, and internal meetings.
• Coordinate catering, refreshments, seating, meeting rooms, and other requirements for special events.
• Ensure a high‑quality experience for employees, clients, candidates, talent, and external visitors.
• Work closely with HR to continuously improve workplace experience and service standards.

5. Studio & Production Facility Support

• Manage operational requirements of studio and production spaces within the office.
• Ensure studio areas are clean, organized, safe, and production‑ready at all times.
• Coordinate studio bookings, scheduling, space allocation, and availability.
• Work closely with Creative, Production, and Post‑Production teams to understand upcoming requirements.
• Ensure studios are appropriately prepared for shoots, client visits, and production activities.
• Coordinate requirements related to furniture, props, backdrops, utilities, power, space, and other studio infrastructure.
• Maintain studio‑related inventory and ensure appropriate storage and upkeep.
• Support production teams with on‑ground facility requirements during shoots.
• Coordinate parking, security, access, loading/unloading, housekeeping, catering, green rooms, and other facility requirements during production activities.
• Proactively resolve facility‑related challenges that could impact production timelines.

6. Procurement & Inventory Management

• Manage procurement of office, facility, hospitality, and studio‑related requirements.
• Obtain and evaluate quotations and ensure purchases are cost‑effective.
• Maintain records of purchases, inventory, and consumption.
• Track office and studio supplies and ensure timely replenishment.
• Maintain records of assets, furniture, equipment, and other operational items.
• Coordinate repair, replacement, movement, and maintenance of assets.

7. Asset & Infrastructure Management

• Maintain accurate records of office, studio, furniture, and other operational assets.
• Coordinate asset movement, allocation, maintenance, repair, and replacement.
• Conduct periodic physical verification of assets and inventory.
• Ensure appropriate storage and security of facility and studio assets.
• Coordinate with IT and other relevant teams for workplace infrastructure requirements.
• Ensure workspaces and facilities are adequately prepared for new joiners and internal team movements.

8. Safety, Compliance & Risk Management

• Ensure the office and facility adhere to applicable safety and operational standards.
• Coordinate fire safety checks, emergency preparedness, pest control, electrical inspections, and other facility requirements.
• Maintain records of relevant licenses, certificates, AMC documents, and compliance documentation.
• Coordinate emergency maintenance and facility response whenever required.
• Ensure vendors and service partners follow appropriate safety and workplace protocols.
• Proactively identify operational risks and implement preventive measures.

9. Budget & Cost Management

• Assist in preparing and managing budgets for administration, facilities, hospitality, maintenance, and studio operations.
• Monitor monthly facility and administrative expenses.
• Review vendor quotations and negotiate commercially viable rates.
• Identify opportunities for cost optimization without compromising service quality.
• Ensure expenses are appropriately documented and processed within defined timelines.
• Coordinate with Finance for invoice submission, reconciliation, and payment processing.

Key Skills & Competencies

• Strong hands‑on experience in Administration and Facility Management.
• Proven experience managing office/workplace infrastructure and day‑to‑day operations.
• Prior experience in a production house, content agency, creative agency, media company, or advertising environment is mandatory.
• Good understanding of studio operations and production environments.
• Strong vendor management and negotiation skills.
• Excellent organizational and multitasking abilities.
• Strong problem‑solving and crisis‑management skills.
• High ownership and accountability.
• Excellent communication and stakeholder management skills.
• Strong service orientation and attention to detail.
• Ability to work independently and manage multiple priorities.
• Comfortable working in a fast‑paced, deadline‑driven creative and production environment.

Qualifications & Experience

• Bachelor's degree in Administration, Operations, Facility Management, Hospitality Management, or a related field.
• 6+ years of relevant experience in Administration, Facility Management, Workplace Operations, or Studio Management.
• Experience managing facility operations within a production house, content agency, creative agency, media company, or similar environment is mandatory.
• Prior hands‑on experience managing studio/production spaces will be strongly preferred.
• Experience managing multiple vendors, service partners, and facility operations independently is required.
• Takes complete ownership of ensuring the office and studio environment runs smoothly every day.

Preferred Industry Background

• Production Houses | Content Agencies | Creative Agencies | Advertising Agencies | Media Companies | Film & Television Production | Content Studios
• Location : Andheri East