Manager- Facility Administration

CBTS

Tennessee

On-site

USD 80,000 - 120,000

Full time

14 days+

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Job summary

CBTS seeks a dynamic Manager for Office Administration and Facilities Management in Tennessee. This role requires 8-10 years of experience in office management, particularly in an IT/ITES setting, and at least 4-5 years in an SEZ context. The ideal candidate must possess strong knowledge of SEZ policies, regulatory compliance, and vendor management while exhibiting proactive leadership. The position emphasizes excellent communication skills in English and Tamil, contributing to operational excellence and compliance within the business.

Qualifications

8-10 years experience in office administration and facilities management in IT/ITES.
4-5 years experience in an SEZ environment in Chennai or Tamil Nadu.
Hands-on experience with SEZ compliance and regulations.

Responsibilities

Manage SEZ-related compliance and government liaison.
Oversee facilities operations, including safety and maintenance.
Lead office administration, including travel desk and records management.

Skills

SEZ-related compliance

Vendor management

Budget management

Communication in English and Tamil

Education

Bachelor's degree in Commerce or Business Administration

Tools

SAP

Oracle

Job description

About this position

CBTS serves enterprise and midmarket clients in all industries across the United States and Canada. CBTS combines deep technical expertise with a full suite of flexible technology solutions--including Application Modernization, Managed Hybrid Cloud, Cybersecurity, Unified Communications, and Infrastructure solutions. From developing and deploying modern applications and the secure, scalable platforms on which they run, to managing, monitoring, and optimizing their operations, CBTS delivers comprehensive technology solutions for its clients' transformative business initiatives. For more information, please visit www.cbts.com.

OnX is a leading technology solution provider that serves businesses, healthcare organizations, and government agencies across Canada. OnX combines deep technical expertise with a full suite of flexible technology solutions—including Generative AI, Application Modernization, Managed Hybrid Cloud, Cybersecurity, Unified Communications, and Infrastructure solutions. From developing and deploying modern applications and the secure, scalable platforms on which they run, to managing, monitoring, and optimizing their operations, OnX delivers comprehensive technology solutions for its clients’ transformative business initiatives. For more information, please visit www.onx.com.

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.

The ideal candidate will be deeply knowledgeable about SEZ policies and procedures, Indian tax and customs regulations, government liaison, accounts payable/receivable, and vendor management — while bringing a proactive, curious, and collaborative approach to every challenge.

Key Responsibilities

Manage all SEZ-related compliance including Annual Performance Reports (APR), softex filings, and NFE calculations.
Liaise with the Development Commissioner's 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.
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.
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

Bachelor's 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). 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.

Technical & Functional