Manager – Facilities, Admin & Logistics

Younion; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

Younion in Bengaluru is seeking an experienced Office Manager to drive operational efficiency and ensure a productive work environment that supports business operations.

You will oversee facilities, space planning, vendor contracts, procurement, travel arrangements, records management, budgets, and compliance, coordinating with HR, IT, and finance to maintain a smoothly running office.

Qualifications

• 7-8 years experience in managing complete office infrastructure.
• Led end-to-end vendor management including contract negotiation, SLA monitoring, and cost optimization.
• Strong written and communication skills.

Responsibilities

• Oversee day-to-day office functions and upkeep to ensure a safe and functional workspace.
• Coordinate repairs and maintenance of office equipment and IT systems with vendors and teams.
• Handle space planning, desk allocations, and optimize space utilization.
• Manage procurement of office supplies, equipment, and inventory with cost control.
• Lead vendor management, including vendor selection, negotiations, and performance reviews.
• Schedule calendars for senior staff, coordinate meetings and travel arrangements.
• Maintain records and documents (physical and digital) and assist with policy implementation.

Skills

Office management

Vendor management

Space planning

Budget management

Travel management

Record keeping

Policy development

Facilities coordination

Maintenance

Communication

Job description

Roles and Responsibilities

As a manager, you need to be the backbone of the company's operational efficiency, ensuring a smooth and productive work environment that directly supports the business operations. Your roles and responsibilities include: Overseeing day-to-day office functions including managing cleaning and maintenance services general office upkeep to ensure the office is well-organized, safe, and functional. Handling repairs and maintenance of office equipment and infrastructure including IT and communication systems in coordination with relevant team members in the office and with respective vendors including Annual Maintenance Contracts. Space planning and allocation including planning office layouts, managing desk assignments, and optimizing space utilization. Managing procurement of office supplies, stationery, equipment, and other necessary resources, ensuring cost-effectiveness and maintaining adequate inventory levels to ensure availability while minimizing waste. Vendor management involving identifying, evaluating, negotiating with and managing relationships with various vendors providing office related services (like cleaning, catering and maintenance, stationery, IT support etc.,). Managing calendars for senior managers, arranging meetings and appointments, preparing the required reports and documents. Travel management including organizing and coordinating travel arrangements like booking air tickets, accommodation, cabs, visa requirements etc.) for employees. Record Keeping and documentation to ensure efficient and organized systems for maintaining important company documents, contracts, and records, both physical and digital. Developing and implementing internal administrative policies and procedures to ensure efficiency and compliance. Managing administrative budgets including developing and monitoring the budget for office operations, supplies, and other administrative expenses and ensuring cost control. Processing bills and expense reports ensuring timely and accurate processing of administrative-related bills and employee expense claims. Ensuring compliance with relevant regulations and legal requirements related to office operations and administration. Assisting with the preparation and filing of statutory documents and returns in coordination with HR / finance team. Managing insurance policies including employees health and other insurance policies and related administrative tasks. Serving as a point of contact for facility and administrative matters, coordinating with internal departments and external stakeholders and coordinating for process of claims. Conduct regular inspection to ensure all operating equipment is working correctly. Coordinating and scheduling courier and logistics including improvement in efficiency, cost-effectiveness, and service quality. Housekeeping management including developing, implementing and maintaining housekeeping policies and procedures to ensure high standards of cleanliness, hygiene and safety.

Required Skills & Experience

• 7-8 Years experience in Managing complete office infrastructure, including space planning, preventive maintenance, and facility upgrades to ensure smooth daily operations.
• Led end-to-end vendor management - selection, contract negotiation, SLA monitoring, performance evaluation, and cost optimization.
• Strong written and communication skills.