Manager Facilities Administration

Role OverviewWe are looking for an experienced and hands-on Administration & Facility Manager to take complete ownership of day-to-day administration, facility management, workplace operations, hospitality, infrastructure, and studio-related requirements at Dentsu AMP.The role is responsible for ensuring that the office operates smoothly, efficiently, and to a high professional standard, while providing a seamless workplace experience for employees, clients, candidates, talent, production teams, and external partners.Prior experience in a production house, content agency, creative agency, media company, or similar environment is mandatory. The candidate should understand the pace and operational requirements of a production-driven workplace and ideally have hands-on exposure to managing studio spaces and production facilities.The ideal candidate will be highly proactive, organized, service-oriented, and comfortable independently managing vendors, maintenance, procurement, hospitality, infrastructure, compliance, workplace operations, and studio support.1. Administration & Office OperationsTake complete ownership of day-to-day administrative operations.Ensure smooth functioning of workplace services and administrative activities.Manage office supplies, stationery, pantry requirements, housekeeping materials, and other operational requirements.Maintain adequate inventory levels and ensure timely replenishment.Coordinate seating, meeting rooms, common areas, workspaces, and other office infrastructure.Support HR and business teams with employee workplace requirements, including onboarding and workspace readiness.Maintain administrative records, documentation, contracts, licenses, and facility-related information.Coordinate internal events, meetings, town halls, leadership visits, and other workplace activities.2. Facility ManagementTake end-to-end ownership of the physical office infrastructure and facility.Ensure the workplace remains clean, safe, functional, organized, and well-maintained.Oversee housekeeping, security, maintenance, pantry, reception, utilities, and other facility services.Coordinate repairs and maintenance related to electrical systems, air conditioning, plumbing, carpentry, civil work, internet, power backup, and general infrastructure.Conduct regular facility inspections and proactively identify maintenance or infrastructure issues.Ensure timely resolution of facility-related concerns.Coordinate preventive maintenance schedules and Annual Maintenance Contracts (AMCs).Ensure common areas, meeting rooms, workspaces, and facilities meet appropriate standards.3. Vendor ManagementIdentify, evaluate, onboard, and manage vendors across facility and administrative services.Manage vendors for housekeeping, security, maintenance, pest control, pantry, catering, electrical, HVAC, transport, and other operational requirements.Negotiate commercial terms and ensure cost-effective vendor partnerships.Monitor vendor performance against agreed service levels and quality standards.Coordinate vendor visits, maintenance schedules, service calls, and AMC requirements.Maintain records of vendor agreements, quotations, contracts, invoices, and service reports.Address vendor-related escalations and ensure timely resolution.4. Workplace Hospitality & Employee ExperienceEnsure a professional, welcoming, and well-managed workplace environment.Oversee pantry and refreshment services, housekeeping standards, meeting room readiness, and common-area upkeep.Manage hospitality arrangements for client meetings, leadership visits, candidate interviews, events, and internal meetings.Coordinate catering, refreshments, seating, meeting rooms, and other requirements for special events.Ensure a high-quality experience for employees, clients, candidates, talent, and external visitors.Work closely with HR to continuously improve workplace experience and service standards.5. Studio & Production Facility SupportManage operational requirements of studio and production spaces within the office.Ensure studio areas are clean, organized, safe, and production-ready at all times.Coordinate studio bookings, scheduling, space allocation, and availability.Work closely with Creative, Production, and Post-Production teams to understand upcoming requirements.Ensure studios are appropriately prepared for shoots, client visits, and production activities.Coordinate requirements related to furniture, props, backdrops, utilities, power, space, and other studio infrastructure.Maintain studio-related inventory and ensure appropriate storage and upkeep.Support production teams with on-ground facility requirements during shoots.Coordinate parking, security, access, loading/unloading, housekeeping, catering, green rooms, and other facility requirements during production activities.Proactively resolve facility-related challenges that could impact production timelines.6. Procurement & Inventory ManagementManage procurement of office, facility, hospitality, and studio-related requirements.Obtain and evaluate quotations and ensure purchases are cost-effective.Maintain records of purchases, inventory, and consumption.Track office and studio supplies and ensure timely replenishment.Maintain records of assets, furniture, equipment, and other operational items.Coordinate repair, replacement, movement, and maintenance of assets.7. Asset & Infrastructure ManagementMaintain accurate records of office, studio, furniture, and other operational assets.Coordinate asset movement, allocation, maintenance, repair, and replacement.Conduct periodic physical verification of assets and inventory.Ensure appropriate storage and security of facility and studio assets.Coordinate with IT and other relevant teams for workplace infrastructure requirements.Ensure workspaces and facilities are adequately prepared for new joiners and internal team movements.8. Safety, Compliance & Risk ManagementEnsure the office and facility adhere to applicable safety and operational standards.Coordinate fire safety checks, emergency preparedness, pest control, electrical inspections, and other facility requirements.Maintain records of relevant licenses, certificates, AMC documents, and compliance documentation.Coordinate emergency maintenance and facility response whenever required.Ensure vendors and service partners follow appropriate safety and workplace protocols.Proactively identify operational risks and implement preventive measures.9. Budget & Cost ManagementAssist in preparing and managing budgets for administration, facilities, hospitality, maintenance, and studio operations.Monitor monthly facility and administrative expenses.Review vendor quotations and negotiate commercially viable rates.Identify opportunities for cost optimization without compromising service quality.Ensure expenses are appropriately documented and processed within defined timelines.Coordinate with Finance for invoice submission, reconciliation, and payment processing.Key Skills & CompetenciesStrong hands-on experience in Administration and Facility Management.Proven experience managing office/workplace infrastructure and day-to-day operations.Prior experience in a production house, content agency, creative agency, media company, or advertising environment is mandatory.Good understanding of studio operations and production environments.Strong vendor management and negotiation skills.Excellent organizational and multitasking abilities.Strong problem-solving and crisis-management skills.High ownership and accountability.Excellent communication and stakeholder management skills.Strong service orientation and attention to detail.Ability to work independently and manage multiple priorities.Comfortable working in a fast-paced, deadline-driven creative and production environment.Qualifications & ExperienceBachelor's degree in Administration, Operations, Facility Management, Hospitality Management, or a related field.6+ years of relevant experience in Administration, Facility Management, Workplace Operations, or Studio Management.Experience managing facility operations within a production house, content agency, creative agency, media company, or similar environment is mandatory.Prior hands-on experience managing studio/production spaces will be strongly preferred.Experience managing multiple vendors, service partners, and facility operations independently is required.Takes complete ownership of ensuring the office and studio environment runs smoothly every day.Preferred Industry BackgroundProduction Houses | Content Agencies | Creative Agencies | Advertising Agencies | Media Companies | Film & Television Production | Content StudiosLocation : Andheri East