Manager- Facility Administration

CBTS; Chennai District; On-site; INR 1,500,000 - 2,000,000; Full time

Job summary

CBTS in Chennai is seeking a dynamic Manager to lead Office Administration and SEZ Compliance for IT Services operations. This senior role covers operational excellence, regulatory compliance, and financial stewardship.

The candidate should have 8–10 years of experience in office administration and facilities management within the IT sector, with strong knowledge of SEZ regulations. Excellent communication in English and Tamil is required to liaise with government officials.

Qualifications

• 8–10 years in office administration and facilities management within an IT company.
• Experience in SEZ environment in Chennai or Tamil Nadu.
• Excellent verbal and written communication in English and Tamil.

Responsibilities

• Lead Office Administration and SEZ compliance.
• Manage vendor lifecycle and contract management.
• Oversee facilities operations and ensure regulatory compliance.

Skills

SEZ Knowledge

Vendor Management

Communication

Finance

Problem-solving

Education

Bachelor's degree in Commerce or Business Administration

Tools

SAP

Oracle

Job description

Overview

We are seeking a dynamic, experienced, and forward-thinking Manager to lead Office Administration, Facilities Management, and SEZ Compliance for our IT Services operations based within a Special Economic Zone (SEZ) in Chennai. This is a senior individual-contributor-cum-leadership role that bridges day-to-day operational excellence with regulatory compliance, government affairs, and financial stewardship.

Key Responsibilities

• SEZ Compliance & Government Affairs


• Manage all SEZ-related compliance including Annual Performance Reports (APR), softex filings, and NFE calculations.


• Liaise with the Development Commissioners office, STPI, Customs, DGFT, and other regulatory bodies for approvals, renewals, and audits.


• Stay current on amendments to the SEZ Act 2005, SEZ Rules 2006, FEMA regulations, and relevant notifications from MoC&I.


• Coordinate Letter of Permission (LoP) renewals, bond-cum-legal undertaking (BLUT) management, and unit approval processes.


• Interface with government departments (TNPCB, Fire & Safety, Factory Inspectorate, Labour Dept.) for licenses, NOCs, and periodic renewals.


• Handle import/export documentation and customs clearances within SEZ framework.


• Taxation & Regulatory Compliance


• Oversee SEZ-specific tax benefits, exemptions, and claims including Section 10AA income tax benefits.


• Coordinate with the finance and tax team for GST compliance, reverse charge mechanisms (RCM), and SEZ supply treatment.


• Manage TDS deductions, professional tax, and other statutory payroll-linked compliances for the facility.


• Assist in transfer pricing documentation and compliance relevant to SEZ entities.


• Track and respond to notices, queries, or show-cause notices from tax authorities in coordination with legal/finance teams.


• Facilities Management


• Oversee end-to-end facilities operations: office infrastructure, housekeeping, security, pantry, transport, and asset management.


• Manage preventive and corrective maintenance schedules for all electrical, HVAC, plumbing, fire suppression, and IT infrastructure.


• Ensure workplace safety, health, and environment (SHE) compliance; conduct regular audits and drills.


• Maintain occupancy planning, seat allocation, and space utilization reporting for leadership.


• Lead office expansion, fit-out, or relocation projects within the SEZ, coordinating with co-developers and SEZ authorities.


• Manage employee transport operations, contracts, and route optimisation.


• Vendor & Contract Management


• Manage the full vendor lifecycle: shortlisting, RFQ/RFP, negotiation, onboarding, performance reviews, and off-boarding.


• Maintain AMC/SLA contracts for all facility service providers — housekeeping, security, catering, MEP, IT support, and transport.


• Drive cost optimisation through competitive bidding, rate renegotiations, and consolidation of vendors.


• Ensure vendor compliance with SEZ regulations (authorised vendors, domestic tariff area vs. SEZ supplies).


• Maintain a vendor master database, track renewals, insurance certificates, and statutory compliance documents.


• Administration & Office Operations


• Oversee travel desk, accommodation, visa processing, and event management for domestic and international visitors.


• Manage office assets, inventory, and ensure proper record-keeping for SEZ bond purposes.


• Maintain digital and physical records for all regulatory filings, government correspondence, and contracts.


• Drive process standardisation and automation in administration workflows.


• Handle expat and secondee support — work permits, FRRO registrations, and liaison with HR for relocation.


• Innovation & Continuous Improvement


• Champion new ideas for facility optimisation, sustainability (energy efficiency, green initiatives), and cost reduction.


• Implement technology solutions (CAFM, visitor management, asset tracking tools) to enhance operational efficiency.


• Build and lead a high-performing admin team; mentor and develop team members.


• Collaborate cross-functionally with HR, Finance, IT, and Legal to support business growth and employee experience.

Qualifications & Experience

• Education: Bachelors degree in Commerce, Business Administration, or related field.


• Experience: 8–10 years in office administration and facilities management within an IT/ITES/Technology company, with at least 4–5 years in an SEZ environment in Chennai or Tamil Nadu.


• SEZ Knowledge: Hands-on experience with SEEPZ/MEPZ/OMC or similar SEZ units; familiarity with LoP compliance, softex filings, APR submissions, and DC office liaisons.


• Taxation: Working knowledge of GST, TDS, income tax (Sec. 10AA), customs and FEMA as applicable to SEZ units.


• Finance: Strong command of accounts payable and receivable processes, budget management, and ERP systems (SAP, Oracle, or equivalent).


• Vendor Mgmt.: Proven track record in contract negotiations, vendor performance management, and cost optimisation.


• Communication: Excellent verbal and written communication in English and Tamil; ability to liaise confidently with government officials, senior leadership, and external stakeholders.


• Mindset: Proactive, curious, and open to exploring new tools, technologies, and approaches to improve operational efficiency.

Key Competencies

• Technical & Functional


• SEZ Act, Rules & Customs regulations


• GST / TDS / Income Tax (Sec. 10AA)


• FEMA & foreign currency management


• Softex & STPI filings


• Accounts Payable & Receivable


• Budgeting & cost centre management


• ERP systems (SAP / Oracle / Tally)


• Contract drafting & management


• Facility management best practices


• Asset lifecycle management

• Behavioral & Leadership


• Strong stakeholder & government liaison


• Excellent written & verbal communication


• Negotiation & influencing skills


• Problem-solving & critical thinking


• Team leadership & mentoring


• High attention to detail & accuracy


• Adaptability & change management


• Entrepreneurial & innovative mindset


• Integrity & regulatory compliance culture


• Time management & multi-tasking