Admin & Facility Management Associate

Job Description

Work Timings: 10:15 am - 7:15 pm
Working Days: Monday - Friday (1st and 3rd Saturdays are working; 2nd, 4th & 5th Saturdays are off)
Location: Andheri, Mumbai (5 minutes from Railway Station)
Reports to: Admin Manager.
Work Mode: 100% Work from Office

Why IIDE:

At IIDE, we are dedicated to creating a supportive and collaborative work environment that promotes professional growth and impactful contributions. As a leading institution in digital education, we prioritize maintaining a safe and efficient campus to enhance the learning experience. Join us to play a vital role in ensuring the smooth operation of our facilities, contributing to a positive and productive environment for students and employees alike.

About the Role:

As the Sr. Associate - Facility Management at Andheri, Mumbai, you will support the efficient operation of our educational institute, serving 300 students and 80 employees. This role involves assisting with the daily management of facilities, coordinating with maintenance teams, and ensuring the campus is safe, well-maintained, and conducive to learning. You will also contribute to sustainability initiatives and help optimize space utilization for campus events.

What You'll Do:

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.

Additional Duties:

• Perform any other reasonable duties as requested by management, aligned with the broad scope of the position.

Who You Are:

• Must-Have:
  
• Minimum 5+ 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.
• Should Have:
  
• Experience supervising maintenance, janitorial, and security teams.
• Sensitivity to operational needs and proactive problem-solving.
• Nice to Have:
  
• A degree in Facility Management, Engineering, or a related field.
• Experience in sustainability and environmental initiatives.

Educational Background:

• Any graduate or postgraduate with a specialization in Facility Management, Engineering, or a related field is preferred.

Location Preference:

• Candidates residing in Mumbai will be given preference.