Facilities Manager.
This mandate is run by SYMPHONI HR, a Mumbai-based executive search firm, est. 2003. Applications are email-verified and reach the search team running the role — confidentially, always.
About the organisation.
Our client is a diversified global investment organisation with a leading asset management arm managing tens of billions of dollars in assets, alongside interests across several other sectors. Its India operation is a growing, collaborative team that values a well-run, welcoming workplace and a culture of partnership across functions.
About the role.
The Facilities Manager is responsible for the day-to-day operation of the Mumbai office, which occupies a full floor in a commercial tower in Goregaon (East) and supports around 60 employees with seating for up to 140. The role manages outsourced facilities, maintenance and security teams, resolves ad hoc workplace requests, and ensures vendors deliver to contract standards while staying compliant with Indian regulatory and building requirements. The role also plans and runs office events and celebrations, and works closely with Human Capital, Finance and global business leaders.
What you will do.
- Lead the on-site integrated facilities service team, including assistant facilities management, front office, housekeeping, pantry and security personnel.
- Own vendor relationships and contracts, monitoring scope, deployment and service quality, and supporting renewals, rate revisions and scope changes.
- Verify vendor invoices against actual deployment, overtime and holiday work, and raise discrepancies within contractual timelines.
- Oversee HVAC, electrical, fire and life safety systems, ensuring scheduled and breakdown maintenance is completed on time.
- Ensure vendor personnel are background verified and that contract labour and statutory requirements are met.
- Resolve ad hoc employee requests such as workstation changes, repairs, supplies, access cards, courier and visitor arrangements.
- Oversee security services, including visitor management, access control and emergency preparedness such as fire drills and evacuation plans.
- Plan and run office events and celebrations, covering budget, decor, catering, vendors and logistics.
- Prepare and manage the facilities budget, track spend against plan, identify cost savings, and report on vendor performance and open issues to leadership.
What you bring.
- 8 to 12 years of relevant experience in facilities or office administration, including at least 3 years managing outsourced vendors and on-site service teams.
- Working knowledge of office facilities operations, including HVAC, electrical, fire and life safety.
- Understanding of vendor contracts, service level monitoring, and contract labour compliance and statutory or building requirements for commercial offices in Mumbai.
- Strong stakeholder and relationship management skills, with excellent written and verbal communication.
- Proficiency in MS Office, particularly Excel, and familiarity with helpdesk or ticketing tools and vendor invoice tracking.
- Demonstrated ability to plan and deliver events and workplace projects end to end.
- Bachelor's degree in any discipline; a facilities management certification such as IFMA FMP or equivalent is preferred.
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