Admin & Facility Management

Job Overview:

We are seeking a proactive and detail-oriented Sr Associate - Facility Management to support the efficient operation of our educational institute, serving 300 students and 80 employees. The role involves assisting with the daily management of facilities, coordinating with maintenance teams, and ensuring that the campus is safe, well-maintained, and conducive to learning. Candidates with 2-3 years of experience in facility management or co-working space management are encouraged to apply.

Key Responsibilities:

1. Facility Maintenance & Support:

• Assist the Facility Manager in overseeing day-to-day campus operations, ensuring all infrastructure is well-maintained.
• Coordinate with maintenance staff, janitorial teams, and external contractors to address repair needs promptly.
• Ensure classrooms, offices, and common areas are clean, safe, and functional.
• Conduct routine inspections of the facility, identifying issues and ensuring they are resolved in a timely manner.
• Support the execution of maintenance schedules for key systems (e.g., HVAC, electrical, plumbing).

2. Safety & Compliance:

• Ensure compliance with safety regulations and local building codes, including regular fire safety and emergency preparedness checks.
• Assist in implementing safety protocols for students, staff, and visitors, ensuring adherence to campus safety guidelines.
• Support the management of campus security systems, including CCTV, alarms, and access controls.

3. Budget & Resource Assistance:

• Assist in managing the facilities budget, keeping track of expenditures and identifying cost-saving opportunities.
• Work closely with vendors and suppliers, helping to negotiate contracts and manage relationships.
• Assist in managing inventory for maintenance supplies and ensuring materials are restocked in a timely manner.

4. Space Utilization & Event Coordination:

• Help optimize the use of campus space, coordinating with academic departments to ensure efficient use of classrooms, meeting rooms, and event spaces.
• Provide logistical support for campus events, working closely with the event planning team to ensure facilities are prepared for activities.
• Oversee the setup of audio-visual equipment, seating, and other logistical requirements during campus events.

5. Sustainability & Environmental Initiatives:

• Support sustainability projects, such as energy-saving initiatives and waste management.
• Assist in managing recycling programs and promoting eco-friendly practices on campus.

6. People & Vendor Management:

• Supervise maintenance, janitorial, and security teams, ensuring they follow schedules and complete tasks efficiently.
• Foster a positive working environment and help in training team members on safety protocols and maintenance best practices.
• Act as a liaison between vendors, suppliers, and internal stakeholders to ensure smooth operations.

Requirements & Skills:

• Minimum 5-9 years of experience in facility management, co-working space management, or a related role.
• Basic knowledge of building systems, safety regulations, and facility maintenance processes.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent communication skills for working with vendors, contractors, and internal teams.
• Problem-solving abilities and quick decision-making in high-pressure situations.
• Proficiency with Google Workspace (Docs, Sheets, etc.) and facility management software.
• A degree in Facility Management, Engineering, or a related field is preferred.