Manager | Administration & Facilities

Pearce Services Global; Mohali; On-site; INR 1,200,000 - 2,000,000; Full time

Job summary

Pearce Services Global is seeking an experienced Manager Administration & Facilities in Mohali to lead end-to-end admin and facility operations. You will own security, housekeeping, travel, vendor contracts, and office management, driving improvements and cost optimization across the workplace.

The role requires strong ownership, execution excellence, and the ability to manage multi-location premises, ensure safety compliance, and deliver exceptional employee experience.

Qualifications

• 8–14 years of experience in administration and facility management.
• Experience in managing vendors, facilities, and workplace operations.
• Knowledge of compliance, safety, and regulatory requirements.
• Excellent stakeholder management and coordination skills.
• Strong problem-solving and decision-making abilities.

Responsibilities

• Ensure security arrangements and coordinate with security agencies.
• Oversee housekeeping, office upkeep, pest control and maintenance.
• Manage travel bookings, hotel arrangements and logistics for official travel.
• Handle vendor selection, contracts, SLAs, and payments; ensure cost optimization.
• Manage conference rooms, office supplies, stationery and inventory; coordinate meetings and events.
• Oversee maintenance of office equipment, AMCs and preventive maintenance.
• Manage admin budgets, cost control, invoicing and petty cash.

Skills

Vendor management

Stakeholder management

Operations and problem solving

Coordination

Ownership and initiative

Job description

Manager Administration & Facilities

Role Overview

We are looking for an experienced Manager Administration & Facilities to lead and manage end-to-end admin and facility operations. The role requires strong ownership, operational excellence, and the ability to drive improvements across workplace management, vendor governance, and employee experience.

Key Responsibilities

Security Management

• Ensure overall security arrangements for the organization, including movement of people and materials
• Coordinate with security agencies and local law enforcement as required

Housekeeping & Facility Management

• Oversee housekeeping operations, office upkeep, pest control, and minor repairs
• Ensure high standards of cleanliness, hygiene, and maintenance across premises
• Manage cafeteria/canteen administration and workplace services

Travel & Transport Management

• Manage travel bookings, hotel arrangements, and logistics for official travel
• Oversee transport operations including cab/vendor management, driver rosters, billing, and fleet coordination

Vendor & Contract Management

• Manage vendor selection, contracts, SLAs, and performance reviews
• Handle procurement, rate contracts, and vendor payments
• Ensure efficient service delivery and cost optimization

Operations & Office Management

• Manage conference rooms, office supplies, stationery, and inventory
• Coordinate meetings, events, and leadership visits
• Oversee mailroom/courier operations

Maintenance & Compliance

• Ensure maintenance of office equipment, including printers, HVAC, and utilities
• Manage AMCs, renewals, and preventive maintenance schedules
• Ensure compliance with safety, fire, and statutory requirements
• Support emergency preparedness and business continuity processes

Budgeting & Reporting

• Manage admin budgets, cost control, and expense tracking
• Handle billing, invoicing, and petty cash management

Core Experience & Qualifications

• 8–14 years of experience in administration and facility management
• Strong experience in managing vendors, facilities, and workplace operations
• Good understanding of compliance, safety, and regulatory requirements
• Excellent stakeholder management and coordination skills
• Strong problem-solving and decision-making abilities

Additional Key Requirements (Hiring Manager Expectations)

• Must have managed administration for a corporate setup with 500+ employees
• Strong hands-on knowledge of housekeeping operations, cleaning chemicals, and hygiene standards
• Demonstrated ability to be proactive, with a focus on process improvements and operational enhancements
• Ability to take ownership and drive initiatives independently

Preferred Skills

• Experience in handling large-scale or multi-location operations
• Strong focus on process optimization and efficiency
• Familiarity with audit, compliance, and quality standards (ISO, safety systems, etc.)