Facilities & Operations Administrator

MX Build Technologies India Private Limited; Chennai District; On-site; INR 700,000 - 1,000,000; Full time

Job summary

MX Build Technologies India Private Limited is seeking a highly organized Front Office Executive / Workplace Experience Coordinator to be the first point of contact for team members, visitors, candidates and vendors, delivering a welcoming office and smooth day-to-day operations.

You will drive space management, vendor governance, travel and hospitality, employee engagement, and corporate administration, ensuring safety, compliance, and high service standards across multiple office locations.

Qualifications

• Bachelor’s degree in Business Administration, Hospitality, Management, or a related field.
• 5+ years of experience in Front Office Administration, Workplace Experience, Office Management, Reception, or Facilities Coordination.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize responsibilities effectively.

Responsibilities

• Space optimization, seating allocation, and office renovation coordination.
• Maintain real-time dashboards and reporting on space and facility utilization.
• Coordinate preventive and corrective maintenance for facility infrastructure.
• Ensure SLA adherence and high-quality daily services (housekeeping, parking, waste, landscaping).
• Plan and manage annual operating and capital budgets.
• Lead comprehensive vendor governance and cross-functional partner management.
• Oversee corporate travel policy and vendor relationships.
• Support employee experience and plan office events.

Job description

We are fueled by a moral imperative to advance mankind, and it all begins with our people, our product, and our purpose. Passion isn't something we turn on and off; it's woven into everything we do. If you thrive in high-challenge environments, are inspired by exceptional teammates, and are driven to grow beyond what you thought possible, MX is where you belong.

Come build the future with us. Join an award-winning company that isn't just shaping the financial industry, but transforming it in ways that create meaningful, lasting impact for millions of people.

Job Summary

We are looking for a highly organized, customer-focused, and proactive Front Office Executive / Workplace Experience Coordinator to join our team. This role will serve as the first point of contact for team members, visitors, candidates, and vendors while ensuring a seamless workplace experience. The ideal candidate will be passionate about creating a welcoming office environment, managing day-to-day workplace operations, and supporting team member engagement initiatives related to the office.

Job Duties

Workplace Operations and Space Management

• Space Optimization & Renovations: Strategically optimize space utilization, manage seating allocations, and coordinate office renovation, repair, and upgrade projects (A&A / R&R).
• Data-Driven Analytics: Maintain highly accurate digital records, real-time dashboards, and executive reporting metrics for space and facility utilization.
• Infrastructure Maintenance: Drive preventive and corrective maintenance coordination for all critical facility infrastructure, equipment, and asset networks.
• Daily Service Excellence: Ensure SLA adherence and continuous improvement in service delivery across all soft service functions, common areas, and workplace touchpoints. Ensure high-quality daily services, including housekeeping, parking operations, waste management, landscaping, and common area upkeep.
• Budgetary Control: Plan and manage the annual operational and capital budgets, ensuring all workplace expenses and project spending stay within approved limits.

Statutory Compliance, Safety & Sustainability

• Audit Ownership: Own internal, external, statutory, and engagement audits with swift, definitive closure of all audit observations and Non-Conformances (NCs).
• Legal Compliance: Maintain 100% absolute adherence to the statutory requirements of Tamil Nadu (including CLRA, Fire Safety, and Labor laws).
• EHS Leadership: Enforce strict adherence to Environment, Health, and Safety (EHS) regulations as dictated by the corporate EHS Department and local government bodies.
• Sustainability & ESG: Coordinate with building team for a region, measurable initiatives for energy conservation, water recycling and waste reduction.
• Crisis & Training: Design and execute training programs on safety, emergency response, and facilities management best practices.

Enterprise Vendor & Stakeholder Management

• End-to-End Vendor Governance: Lead comprehensive vendor management lifecycle, including rigorous onboarding, continuous performance evaluations (KPI/SLA tracking), compliance auditing, and cost-efficiency drives.
• Ecosystem Oversight: Directly manage cross-functional vendor partners across facilities, integrated facility management (IFM), F&B operations (end to end management), and events to ensure maximum productivity.
• Escalation Ownership: Act as the ultimate single point of contact (SPOC) for internal escalations, ensuring rapid resolution with a high degree of ownership and root-cause analysis.

Corporate Travel & Hospitality Management

• Travel Policy Governance: Own, update, and enforce the corporate travel policy, ensuring optimal balance between employee comfort and fiscal responsibility.
• Vendor & TMC Management: Oversee relationships with Travel Management Companies (TMCs), airlines, corporate hotel networks, and ground transportation providers to secure preferred corporate rates and high service standards.
• Team Member Logistics: Coordinate end-to-end itinerary planning, visa processing, accommodation, and secure local transport for every team member.
• Expense & Forex Oversight: Manage corporate credit card reconciliations, travel expense tracking, and foreign exchange (Forex) allocations for international business travel.
• Duty of Care & Emergency Support: Establish and monitor real-time tracking and emergency assistance protocols for employees traveling on corporate business.

Employee Experience

• Cross-Functional Partnership: Partner with the People (HR) Team to align physical workplace strategies and real estate footprints with evolving headcount growth and business roadmaps.
• "One Team" Culture: Foster a unified, high-performance service culture across distributed office locations and diverse vendor teams.
• Inclusivity & Experience: Enhance the overall workplace net promoter score (NPS) through continuous service quality improvements driven by employee feedback loops.
• Event & Engagement Support: Support internal teams to plan and run office events, festivals, and team activities to drive a vibrant office culture.

Core Administration, Front Desk & Procurement

• First Impression Management: Oversee the front desk operations to guarantee a highly professional, positive, and secure welcoming experience for all candidates, visitors, and vendors.
• Access & Visitor Logs: Manage robust visitor registration systems, accurate logging, and secure access badge issuance in strict accordance with security protocols.
• Inventory & Procurement Ecosystem: Strategically manage the inventory lifecycle of office supplies, pantry essentials, and workplace hardware. Oversee procurement records, expense tracking, and vendor deliveries.
• Logistics & Courier Management: Supervise incoming/outgoing mail, parcel distribution, and courier logistics networks (e.g., FedEx, UPS, local providers) for secure, timely dispatch.

Qualifications

Required

• Bachelor’s degree in Business Administration, Hospitality, Management, or a related field.
• 5+ years of experience in Front Office Administration, Workplace Experience, Office Management, Reception, or Facilities Coordination.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize responsibilities effectively.
• Strong organizational and problem-solving skills.
• Experience working in a corporate or technology company environment.
• Experience coordinating vendors, facilities, and office operations.
• Event planning or employee engagement experience is a plus.

Compensation

The expected earnings for this role could be comprised of a base salary and other forms of cash compensation, such as bonus or commissions as applicable.

This pay range is just one component of MX's total rewards package. MX takes a number of factors into account when determining individual starting pay, including job and level they are hired into, location, skillset, peer compensation.

**Please note applicants applying for this position must have the legal right to work in India without the need for sponsorship. We are unable to provide work sponsorship for this role, and candidates should be able to verify their eligibility to work in the country independently. Proof of eligibility to work in India will be required as part of the hiring process.

Work Environment

In this role, a significant aspect of the job involves working in the office for a standard 40-hour workweek. We believe that the collaborative nature of our work and the face-to-face interactions among team members are essential for fostering a dynamic and productive work environment. Being present in the office enables seamless communication, facilitates quick decision-making, and encourages spontaneous collaboration that contributes to the overall success of our projects. We value the synergy that comes from having our team members physically together, allowing for immediate problem-solving, idea exchange, and team building.