Lead - Facilities & Admin

Livspace; Mumbai; On-site; INR 700,000 - 1,200,000; Full time

Job summary

Livspace is seeking a proactive Facility & Administration Executive to oversee day-to-day administration and facility operations across our Mumbai office. The role emphasizes a safe, efficient, and well-maintained workplace while coordinating with internal stakeholders and external vendors for seamless support.

The ideal candidate has 3–10 years of experience in facility management and administration, with hands-on procurement, inventory control, vendor management, and strong MS Office skills.

Qualifications

• Bachelor's degree in Business Administration, Hospitality, Facility Management, or related discipline.
• 3–10 years of experience in Facility Management and Administration.
• Experience managing corporate offices, preferably in technology, startup, or corporate environment.
• Strong vendor and stakeholder management skills.
• Excellent organizational and multitasking abilities.
• Good knowledge of office administration processes.
• Familiarity with facility management systems and workplace operations.
• Experience in procurement and inventory management.
• Working knowledge of workplace safety and statutory compliance.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).

Responsibilities

• Manage day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment.
• Oversee housekeeping, security, cafeteria, pantry, and office maintenance services.
• Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment.
• Ensure all facility-related issues are resolved within agreed service levels.
• Conduct periodic facility inspections and recommend improvements.
• Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies.
• Handle procurement of office stationery, pantry supplies, and administrative consumables.
• Maintain office assets, inventory records, and vendor documentation.
• Coordinate employee onboarding and offboarding from a facilities perspective.
• Support office events, employee engagement activities, and leadership meetings.
• Identify, onboard, and manage facility and administration vendors.
• Monitor vendor performance and ensure adherence to SLAs.
• Process vendor invoices, purchase orders, and payment requests in coordination with Finance.
• Negotiate vendor contracts and optimize operational costs.
• Ensure compliance with workplace safety standards and statutory regulations.
• Coordinate fire safety drills, emergency preparedness activities, and health & safety audits.
• Maintain records related to facility compliance, insurance, licenses, and certifications.
• Work closely with internal stakeholders to ensure a safe and compliant workplace.
• Assist in preparing and managing the annual administration and facility budget.
• Track facility expenses and identify opportunities for cost optimization.
• Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses.

Skills

Vendor management

Stakeholder management

Office administration

Procurement

Inventory management

MS Office

Education

Bachelor's degree in Business Administration

Bachelor's degree in Hospitality

Bachelor's degree in Facility Management

Tools

MS Office

Procurement software

Job description

We are looking for a proactive and detail-oriented Facility & Administration Executive to oversee the day-to-day administration and facility operations across our office premises. The ideal candidate will ensure a safe, efficient, and well-maintained workplace while coordinating with internal stakeholders and external vendors to deliver seamless administrative support.

Key Responsibilities

Facility Management

• Manage the day-to-day operations of office facilities, ensuring a clean, safe, and productive work environment.
• Oversee housekeeping, security, cafeteria, pantry, and office maintenance services.
• Coordinate preventive and corrective maintenance of office infrastructure, electrical systems, HVAC, plumbing, and office equipment.
• Ensure all facility-related issues are resolved within agreed service levels.
• Conduct periodic facility inspections and recommend improvements.

Administration

• Manage office administration, including seating arrangements, visitor management, access control, parking, and office supplies.
• Handle procurement of office stationery, pantry supplies, and administrative consumables.
• Maintain office assets, inventory records, and vendor documentation.
• Coordinate employee onboarding and offboarding from a facilities perspective (workspace allocation, ID cards, access cards, etc.).
• Support office events, employee engagement activities, and leadership meetings
• Identify, onboard, and manage facility and administration vendors.
• Monitor vendor performance and ensure adherence to service-level agreements (SLAs).
• Process vendor invoices, purchase orders, and payment requests in coordination with the Finance team.
• Negotiate vendor contracts and optimize operational costs.

Compliance & Safety

• Ensure compliance with workplace safety standards and statutory regulations.
• Coordinate fire safety drills, emergency preparedness activities, and health & safety audits.
• Maintain records related to facility compliance, insurance, licenses, and certifications.
• Work closely with internal stakeholders to ensure a safe and compliant workplace.

Budget & Reporting

• Assist in preparing and managing the annual administration and facility budget.
• Track facility expenses and identify opportunities for cost optimization.
• Prepare monthly MIS reports related to administration, facilities, vendor performance, and expenses.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Hospitality, Facility Management, or a related discipline.
• 3–10 years of experience in Facility Management and Administration.
• Experience managing corporate offices, preferably in a technology, startup, or corporate environment.
• Strong vendor and stakeholder management skills.
• Excellent organizational and multitasking abilities.
• Good knowledge of office administration processes.
• Familiarity with facility management systems and workplace operations.
• Experience in procurement and inventory management.
• Working knowledge of workplace safety and statutory compliance.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).