Manager - Facility Office Excellence

We are seeking a seasoned and dynamic Manager - Facility Office Excellence to oversee the administrative functions of our office. The ideal candidate will have a proven track record of successfully managing office spaces and budgets, and fostering strong vendor relationships. The candidate should be adept at team management, possess strong organizational skills, and have a deep understanding of administrative operations.

About Inc42 Media

Inc42 is India’s #1 startup media intelligence platform that informs, educates, and empowers startup business leaders through its incisive reporting, insightful reports, curated events communities, and industry-leading executive courses programs.

Since launching in January 2015, and having risen to become the authoritative voice on India’s startup economy, we've moved markets, gotten the early scoop on billions of dollars of transactions, and told you what's happening deep inside some of the fastest-growing startups industries alike. Our stories have been followed by the Wall Street Journal, Bloomberg, Reuters, TechCrunch, and other major outlets hundreds of times.

We also track over 50,000+ startups and provide market research and intelligence through our in-depth research reports, and we organize some of the most sought-after conferences and events for startups business leaders across India.

In 2020, we introduced Inc42 Plus, our exclusive membership program tailored for startup business leaders, amassing over 10,000 members in record time. Apart from our sharp reporting insightful research, through Inc42 BrandLabs, we partner with enterprises brands to help them create branded content experiences and reach our audience of decision-makers.

What You Will Do

A. IT Asset Procurement ManagementIT Asset Lifecycle Management: Oversee the end-to-end lifecycle of IT assets, including procurement, deployment, maintenance, and disposal. Streamline processes for purchasing, renting, and repairing IT infrastructure to ensure optimal performance and longevity.
• Vendor Contract Management: Cultivate strategic partnerships with IT asset vendors to secure the best purchasing terms. Manage contract negotiations, renewals, and compliance while maintaining detailed records of all agreements.
• Cost Optimization: Implement data-driven strategies to rationalize IT expenditures and policies. Ensure IT investments align with organizational needs, security policies, and business objectives.
• Inventory Management: Maintain accurate, real-time records of IT inventory, ensuring efficient allocation, utilization, and timely replenishment of assets.

B. Travel Expense Management
• Corporate Travel Oversight: Design and implement efficient, company-wide travel arrangements while ensuring seamless experiences for employees.
• Cost Efficiency: Develop and execute cost-saving initiatives, negotiate corporate travel contracts with hotel and travel vendors, and ensure budget adherence without compromising service quality.
• Expense Reporting: Maintain comprehensive records of travel expenses, providing actionable insights to management for optimization.

C. Office Facilities Administration
• Office Operations: Oversee daily administrative functions to ensure a well-maintained, clean, and safe work environment. Supervise office support staff, conduct regular briefings, and maintain high standards of professionalism, hygiene, and grooming.
• Facility Management: Coordinate routine maintenance schedules and handle emergency repairs, ensuring the office infrastructure is always functional and presentable.
• Vendor Partnerships: Negotiate and manage vendor agreements for office supplies, utilities, and facilities. Procure essential resources in bulk for cost efficiency and track expenses for reporting purposes.
• Guest Event Management: Ensure professional management of reception, guest hospitality, and office events, providing a seamless experience for all visitors.Vendor Partnerships: Negotiate and manage vendor agreements for office supplies, utilities, and facilities. Procure essential resources in bulk for cost efficiency and track expenses for reporting purposes.
• Guest Event Management: Ensure professional management of reception, guest hospitality, and office events, providing a seamless experience for all visitors.

D. Cost Resource Management
• Utility Rental Oversight: Monitor and optimize energy consumption to prevent wastage. Review and manage rental agreements to identify cost-saving opportunities while maintaining accurate records.
• Internal Resource Optimization: Ensure uninterrupted supply and efficient usage of office essentials, including stationery, consumables, and utilities. Track internal and external storage usage to avoid redundancies.
• Compliance Documentation: Ensure meticulous record-keeping and documentation for all administrative functions, contracts, and expenditures to support operational continuity and compliance.

Skills Experiences
• 2-5 years of proven experience in related fields such as Office Administration/Hospitality/Event Management.
• Proven track record in administrative management, vendor management, cost management, and showcasing operational success for the organization.
• Must have exposure to working with the senior management team.
• Experience working with founders would be preferred.
• Strong financial acumen with a track record of maintaining cost sheets identifying cost-saving opportunities.
• Excellent vendor management skills, including negotiation and contract management.
• Bilingual, with proficiency in English and Hindi.
• Familiarity with facility management.
• Exceptional attention to detail. Read more