Admin & Facilities Executive

We are looking for a proactive and field-oriented Admin & Facilities Executive who can support our office administration and facilities requirements, especially during our upcoming office relocation.

This role is not limited to desk-based coordination. We need someone who can personally visit sites, understand basic civil and electrical requirements, speak to vendors and contractors, compare options, follow up on work, and ensure that external work is completed properly and on time.

The ideal candidate should have practical exposure to office maintenance, civil work, electrical work, interior fit-out, vendor coordination, and general administrative support. The person should have the confidence and common sense to identify whether a new office space is suitable, understand basic layout requirements, and coordinate with the right people to get the work done.

Key Responsibilities:

• Office Relocation Support
• Assist the HR/Admin team in identifying and evaluating suitable new office spaces.
• Visit shortlisted office properties and check basic suitability based on space, layout, accessibility, electrical points, civil condition, and practical usability.
• Understand the current office requirements and help compare whether the new location can fit the company’s working needs.
• Coordinate with landlords, brokers, building management, vendors, and internal teams during the office shifting process.
• Support the planning and execution of office shifting, including civil work, electrical work, furniture movement, seating arrangement, and basic office setup.
• Civil, Electrical and Maintenance Coordination
• Coordinate with external vendors for electrical repairs, wiring, installation work, lighting, power points, AC-related support, plumbing, minor civil work, partition work, painting, carpentry, and office redesign requirements.
• Identify suitable contractors or vendors for different types of office work and arrange quotations.
• Follow up with vendors to ensure work is completed on time and as per requirement.
• Visit the work site whenever required and monitor the progress of ongoing work.
• Check completed work before approving vendor bills or reporting completion to management.
• Vendor and Labour Coordination
• Maintain a reliable network of electricians, plumbers, carpenters, civil contractors, painters, interior workers, movers and packers, and other service providers.
• Negotiate basic rates, compare vendor quotations, and help the company choose practical and cost-effective options.
• Ensure vendors clearly understand the requirement before starting work.
• Coordinate day-to-day with contractors and workers to avoid delays, confusion, and repeated follow-ups from management.
• Office Administration and Facility Support
• Handle general office maintenance and facility-related tasks.
• Take care of repair and upkeep requirements in the office.
• Maintain records of vendor quotations, invoices, service visits, and completed work.
• Support admin activities related to office infrastructure, seating, furniture, utilities, and general workplace readiness.
• Respond quickly to urgent office issues such as electrical faults, water leakage, damaged furniture, internet/utility coordination, or civil repair needs.

Qualifications & Skills:

 Practical experience in administration, facilities, civil/electrical coordination, office maintenance, or vendor management.

 Background in Civil Engineering, Electrical, Construction, Facility Management, ITI, Diploma, or site coordination will be preferred.

 Must be comfortable travelling locally within Bengaluru for site visits, vendor meetings, and office-related work.

 Basic understanding of office layouts, measurements, floor plans, civil work, electrical points, and repair requirements.

 Strong local vendor contacts in Bengaluru will be an added advantage.

 Proactive, street-smart, responsible, and able to get work done without constant follow-up.

 Good communication skills in English, Hindi, and Kannada will be preferred.