Facilities manager

Company:- Phoenix Business Advisory

Department:- Administration & Operations

Location:- Ahmedabad

Employment Type:- Full-Time

Experience:- 3–6 Years

Reports To:- HR Manager

About Phoenix Business Advisory:-

Phoenix Business Advisory is a business advisory firm specializing in business immigration and related advisory services. We are committed to maintaining a professional, efficient, and well-managed workplace that supports our employees and business operations.

Job Summary:-

We are looking for a proactive and experienced Facility Manager to oversee the day-to-day management, maintenance, safety, and smooth functioning of our office facilities. The ideal candidate will be responsible for maintaining a safe, clean, comfortable, and well-organized workplace while managing vendors, office infrastructure, housekeeping, supplies, maintenance activities, facility expenses, and administrative requirements.

Key Responsibilities:-

Facility & Office Management:- Manage the day-to-day operations and upkeep of the office premises. Ensure the workplace is clean, organized, safe, and well-maintained. Monitor office infrastructure, furniture, fixtures, electrical systems, HVAC/AC, plumbing, and other facilities. Conduct regular facility inspections and ensure timely resolution of issues. Proactively identify and address potential facility-related concerns.

Vendor & Service Provider Management:- Coordinate with housekeeping, security, maintenance, pest control, electrical, plumbing, and other service providers. Manage vendor relationships and ensure services meet required standards. Obtain quotations and coordinate approvals for facility-related purchases and services. Track vendor bills, contracts, renewals, and service schedules. Escalate and resolve vendor-related issues in a timely manner.

Office Administration:- Manage office supplies, stationery, pantry requirements, and administrative consumables. Monitor inventory and coordinate timely procurement. Maintain records of office assets, equipment, and facility materials. Coordinate seating arrangements and workspace requirements. Support office events, meetings, employee activities, and other administrative requirements.

Safety & Security:- Ensure workplace safety and security standards are maintained. Coordinate with security personnel and manage office access and visitor requirements. Ensure fire safety equipment and emergency systems are regularly inspected and maintained. Handle emergency repairs and safety-related concerns promptly. Maintain relevant safety and facility documentation.

Maintenance & Infrastructure:- Plan and coordinate preventive and corrective maintenance. Coordinate servicing and repairs related to electrical, HVAC/AC, plumbing, internet/network infrastructure, and office equipment. Maintain records of maintenance activities and service schedules. Minimize operational disruptions through proactive maintenance.

Budget & Cost Management:- Monitor facility and administrative expenses. Maintain records of vendor payments and facility-related expenditures. Support budgeting and cost-control initiatives. Identify opportunities to optimize facility costs without compromising service quality.

Employee Support:- Address employee concerns related to workplace facilities and infrastructure. Ensure employees have a comfortable and functional working environment. Coordinate with HR and Operations on facility-related requirements. Respond promptly to facility requests and ensure proper closure.

Compliance & Documentation:- Maintain records related to vendors, contracts, assets, maintenance, and facility operations. Track required licenses, certificates, inspections, and renewals. Support management and HR during audits and facility-related compliance requirements.

Required Qualifications & Skills:- Bachelor's degree in Facility Management, Business Administration, Operations, or a related field. 3–6 years of experience in facility management, office administration, workplace operations, or a similar role. Strong vendor management and negotiation skills. Good understanding of office infrastructure and maintenance. Strong organizational, coordination, and multitasking abilities. Excellent communication and interpersonal skills. Strong problem-solving and decision-making abilities. Ability to handle emergencies and operational issues effectively. Proficiency in MS Office and Google Workspace. Ability to coordinate effectively with internal teams and external service providers.

Preferred Skills:- Experience managing corporate offices. Experience handling multiple vendors and service providers. Knowledge of workplace health, safety, and security practices. Basic understanding of electrical, plumbing, HVAC, and general building maintenance. Ability to work independently and take ownership of facility operations.

Key Performance Indicators (KPIs):- Timely resolution of facility and maintenance issues. Office cleanliness and workplace standards. Vendor performance and service quality. Effective facility cost management. Timely completion of preventive maintenance. Availability of office supplies and functional infrastructure. Employee satisfaction with workplace facilities. Timely completion of safety and compliance requirements.

What We Offer:- Professional and growth-oriented work environment. Opportunity to work closely with management and cross-functional teams. Exposure to workplace administration and business operations. Professional growth and development opportunities.