Facilities & Administration Manager ( Immediate Joiners only )
External
Observeai · Bengaluru, IndiaPrepare for this interview
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About the role
Observe.AI is the AI Agents platform for customer experience, designed to help organizations deliver faster, smarter, and more efficient customer service at scale. The platform enables businesses to deploy specialized AI Agents that autonomously execute work across the full CX lifecycle-from handling customer conversations to supporting frontline teams and optimizing operations. Each AI Agent is purpose-built for a specific role, equipped to understand context, make decisions, take action, and continuously improve outcomes. This allows organizations to increase resolution speed, elevate service quality, and reduce operational costs while empowering your frontline team to focus on higher-value work. Built on a CX-native foundation, Observe.AI helps leading brands like DoorDash, Affordable Care, Signify Health, and Verida improve customer satisfaction, boost agent productivity, and deliver consistent, scalable performance across every customer interaction. Why Join Us We're looking for a hands on Facilities & Admin Manager to own the day-to-day operations of our workplace and administrative functions. This is an individual contributor role for someone who enjoys building great workplace experiences, thrives in a fast-paced environment, and can independently manage facilities, vendors, and travel operations. If you love taking ownership, solving problems, and making things run smoothly behind the scenes - this role is for you.
Responsibilities
- Facilities & Workplace Operations
- Own the daily operations of the office to ensure a seamless and productive workplace experience
- Serve as the primary point of contact with managed office partners (e.g., Indiqube) for facilities, infrastructure, and support
- Oversee housekeeping, security, maintenance, pantry services, and office supplies
- Ensure compliance with safety standards, workplace policies, and statutory requirements
- Manage office assets, inventory, and access systems
- Vendor & Logistics Management
- Manage external vendors for maintenance, repairs, procurement, and services
- Support office expansions, seating allocation, and workspace planning
- Drive cost efficiency through smart vendor negotiations and contract management
- Travel & Hospitality
- Manage domestic and international travel bookings including flights, hotels, and ground transport
- Coordinate executive travel plans and end-to-end itineraries
- Negotiate corporate hotel rates and manage travel partners
- Oversee guest visits, leadership visits, and all hospitality arrangements
- Administrative Support
- Partner with leadership on facilities planning, budgeting, and forecasting
- Track and manage facilities and administrative expenses
- Ensure smooth onboarding logistics - workspace setup, access cards, and office readiness
- What You'll Bring To The Role
- 8+ years of experience in Facilities, Administration, or Workplace Management, ideally in a startup or SaaS environment
- Hands-on experience working with managed office providers such as Indiqube, WeWork, or similar
- Strong vendor management and negotiation skills
- Experience managing travel coordination and logistics
- Highly organized, detail-oriented, and execution-focused
- Comfortable working independently in a fast-growing, dynamic setup
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