Office Administrator

Iron Systems, Inc; Sahibzada Ajit Singh Nagar; On-site; INR 450,000 - 700,000; Full time

Job summary

Iron Systems, Inc is seeking an Office Administrator to ensure smooth day-to-day facility operations across IT/ITES offices. You will coordinate vendors, manage assets, and support workplace safety and compliance.

The role covers administration of infrastructure, asset tracking, seating and office moves, and budgeting for facilities. Strong communication and multitasking are essential to keep the workspace productive and compliant.

Qualifications

• Bachelor’s degree in Administration, Facility Management, Engineering, or related field.
• 3-8 years of experience in facilities administration, IT/ITES or corporate offices.
• Experience managing vendors, AMCs, and workplace operations preferred.

Responsibilities

• Oversee daily office facilities operations including workstations and meeting rooms.
• Manage facility vendors, AMCs, and service delivery against SLAs.
• Ensure safety, compliance with local regulations, and audits.
• Coordinate office moves, seating, and event support.
• Track inventory, procure facility requirements, and manage budgets.

Skills

Administrative skills

Coordination

Facility management

Vendor management

Electrical & HVAC basics

Communication

Task prioritization

MS Office

Education

Bachelor’s degree in Administration/Facility Management/Engineering

Tools

MS Office

Facility tracking systems

Job description

Job Summary

The Office Administrator is responsible for ensuring smooth day-to-day facility operations within the office environment. The role involves administration of office infrastructure, vendor coordination, workplace safety, asset management, housekeeping, utility monitoring, and employee support services to maintain a safe, efficient, and productive workplace.

Key Responsibilities

Facility Operations

• Oversee daily operations of office facilities, including workstations, meeting rooms, cafeteria, common areas, and utilities.
• Ensure proper functioning of electrical, HVAC, UPS, DG backup, lighting, plumbing, fire safety, and access control systems.
• Coordinate preventive and corrective maintenance activities.

Vendor & AMC Management

• Manage facility vendors, including housekeeping, security, pest control, cafeteria, transport, and maintenance contractors.
• Monitor Annual Maintenance Contracts (AMCs) and service delivery compliance.
• Track vendor performance against SLAs and elevate service issues when required.

Administration & Compliance

• Maintain facility records, maintenance logs, statutory documentation, and audit reports.
• Support compliance with local labor laws, fire safety regulations, environmental standards, and company policies.
• Assist during facility audits, inspections, and compliance reviews.

Workplace Management

• Ensure office cleanliness, hygiene, and employee comfort standards are maintained.
• Manage seating allocation, office moves, workstation setup, and meeting room readiness.
• Coordinate office events, employee engagement activities, and visitor management support.

Asset & Inventory Management

• Maintain inventory of office assets, consumables, stationery, and facility equipment.
• Track issuance and movement of assets and coordinate repairs or replacements.
• Support procurement activities related to facility requirements.

Safety & Emergency Preparedness

• Support implementation of workplace safety procedures and emergency response plans.
• Coordinate mock drills, evacuation procedures, and first-aid readiness.
• Ensure fire extinguishers and safety equipment are regularly inspected and maintained.

Budget & Reporting

• Track facility expenses and assist in budget planning and cost optimization initiatives.
• Prepare MIS reports related to facility operations, maintenance activities, and vendor performance.

Required Skills & Competencies

• Strong administrative and coordination skills
• Knowledge of facility management practices in IT/ITES environments
• Vendor management and negotiation skills
• Basic understanding of electrical, HVAC, and building systems
• Good communication and interpersonal skills
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in MS Office and facility tracking systems

Qualification & Experience

• Bachelor’s degree in Administration, Facility Management, Engineering, or related field.
• 3-8 years of experience in facilities administration, preferably in IT/ITES or corporate office environments.
• Experience managing vendors, AMCs, and workplace operations preferred.

Preferred Experience

• Exposure to large office campuses or multi-floor operations
• Familiarity with ISO standards, EHS practices, and workplace compliance
• Experience in handling employee transport, cafeteria, or security coordination is an advantage

Key Performance Indicators (KPIs)

• Facility uptime and maintenance compliance
• Vendor SLA adherence
• Employee workplace satisfaction
• Timely closure of facility tickets/issues
• Cost control and budget adherenceAudit and compliance readiness

Working Conditions

• Office-based role with coordination across multiple departments and vendors.
• May require availability during emergencies, maintenance shutdowns, or weekend support activities.