Facility Management Administrator

IndusInd General Insurance (IGI); Mumbai Suburban; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

IndusInd General Insurance (IGI) is seeking a senior procurement and facilities leader to oversee strategic procurement, vendor governance, AMC management, and maintenance across all business locations. The role includes ensuring compliance, driving cost optimization, and leading ESG initiatives to support sustainable operations.

The ideal candidate will manage end-to-end procurement of administration services, negotiate with vendors, monitor SLAs, and coordinate with Finance for payments and

Qualifications

• Experience in strategic procurement and vendor governance across facilities and administration.
• Knowledge of AMC management and maintenance contracts, renewals, and cost optimization.
• Understanding of compliance requirements including labour, GST, and insurance.

Responsibilities

• Lead procurement of all administration and facility-related services across locations.
• Develop sourcing strategies and conduct vendor negotiations to optimize cost and quality.
• Manage AMC contracts, renewals, scope reviews, and SLA adherence.
• Oversee repair and maintenance including HVAC, electrical, civil, plumbing, CCTV, and safety systems.
• Ensure compliance with statutory/regulatory requirements and governance controls.
• Coordinate with Finance for payment processing, reconciliations, and provisions.
• Drive ESG initiatives, energy conservation, waste reduction, and workplace safety.
• Support audits with documentation and timely closure of observations.
• Provide MIS dashboards on procurement savings, vendor performance, and compliance.

Skills

Strategic procurement

Vendor management

Contract negotiations

SLA compliance

Cost optimization

ESG initiatives

Audit support

Workplace safety

Job description

Role & responsibilities

To lead strategic procurement, vendor governance, AMC management, repair and maintenance operations, compliance monitoring, ESG initiatives, payment processing, and infrastructure support across all business locations.

Key Responsibilities

1. Strategic Procurement & Vendor Management

• Lead procurement of all administration and facility-related services.
• Develop sourcing and cost optimization strategies.
• Conduct commercial negotiations and vendor finalization.
• Establish vendor empanelment and governance frameworks.
• Manage vendor performance reviews and SLA compliance.
• Develop alternate sourcing strategies to minimize dependency risks.

Procurement Categories

• Security Services
• Housekeeping Services
• Facility Management Services
• HVAC & Air Conditioning
• CCTV & Surveillance
• Fire & Safety Systems
• Electrical Equipment
• Furniture & Fixtures
• Civil & Interior Projects
• Access Control Systems
• Employee Welfare Procurement

2. AMC Management

• Manage procurement and renewal of all AMC contracts.
• Ensure timely renewals before expiry.
• Review scope, coverage, and commercial terms.
• Monitor SLA compliance and preventive maintenance schedules.
• Drive cost optimization through negotiations.

3. Repair & Maintenance

• Lead preventive and breakdown maintenance activities.
• Manage HVAC, electrical, civil, plumbing, CCTV, and fire systems.
• Develop annual maintenance plans and budgets.
• Ensure business continuity through proactive maintenance practices.

4. Compliance & Governance

• Ensure compliance with all statutory and regulatory requirements.
• Monitor vendor compliance documentation.
• Manage:
• Labour Law Compliance
• PF & ESIC Compliance
• GST Documentation
• Insurance Compliance
• Contractor Compliance
• Fire & Safety Compliance
• Implement administration governance controls.

5. Payment Processing & Financial Controls

• Validate vendor invoices and work completion.
• Process vendor payments within agreed timelines.
• Coordinate with Finance teams.
• Monitor vendor outstanding reports.Manage monthly provisions and accruals.
• Conduct expenditure reconciliation and financial control checks.

6. ESG & Workplace Initiatives

• Drive energy conservation and sustainability initiatives.
• Manage waste reduction and green office programs.
• Support ESG compliance and reporting.
• Lead employee welfare, health, and workplace safety initiatives.

7. Audit Participation

• Support audit requirements with data and documentation.
• Assist in closure of procurement, compliance, and operations-related audit observations.

8. MIS & Leadership Reporting

• Prepare management dashboards covering:
• Procurement Savings
• Vendor Performance
• Compliance Status
• AMC Renewals
• Maintenance Metrics
• ESG Initiatives
• Budget Utilization
• Present monthly operational reviews to leadership.