Job Title: Facilities and Office Admin Manager
About DigiKeyGCC
: DigiKey is an authorized distributor of electronics components for more than 3,000 industry-leading suppliers. This means DigiKey customers can be rest assured that the product they order is authentic and comes directly from the manufacturer. This global capability center is an integral part of DigiKey’s strategy to develop new digital offerings in order to deliver superior value and sustained impact.
Position Overview
We are seeking a highly organized and detail-oriented Facilities and Office Admin Manager to oversee and manage the office operations for GCC employees. The ideal candidate will be responsible for ensuring the smooth, secure, and hassle-free office work environment for employees. This role requires strong problem-solving skills, coordination abilities, providing quick resolution to employees and a proactive approach to handling physical office challenges.
- Transport & Support Staff Supervision
- Manages employee transport and office vehicle logistics. Transport 24/7 query handling. Will have Transport co-ordinator reporting into the Admin Manager
- Monitor support staff services being delivered including security, housekeeping, and pantry teams to ensure reliability and discipline.
- Event & Training Coordination
- Organizes and help in procurement for internal events like festivals, townhalls, and celebrations.
- Manages logistics and arrangements for employee training programs.
- Office & Facility Management Services from 3rd party vendor
- Oversees day-to-day operations like seating arrangements, housekeeping, pantry supplies, and stationery
- Ensures a clean, organized, and efficient work environment (ensuring the service is provided by the 3rd party vendor)
- Ensure security of the office premises, preventing unauthorized entry from outsiders into the office
- Maintaining all records for the office for audit purposes
- Vendor & Invoice Management
- Coordinates / reach out to Procurement Specialist for services - vending machines, housekeeping, or any other requirement.
- Responsible to ensure service is provided by the 3rd party vendor
- Maintenance & Infrastructure Oversight
- Ensures service of facility maintenance including electricals, plumbing, repair works and upkeep of the office environment.
- Adherence to safety standards by 3rd party vendor.
- Ensure parking and building rules are followed
- Timely fire drills
Coordination and Communication:
Maintain clear and proactive communication with employees, and external partners to streamline operations. Address and resolve office Admin-related issues on day today basis, exceeding employee expectations.
Cost Management:
Negotiate rates with carriers and third-party logistics providers to achieve cost-effective office admin solutions. Manage and oversee the transportation budget, ensuring alignment with company financial objectives.
Documentation and Reporting:
Create and maintain precise documentation, including invoices, delivery receipts, and compliance certificates, for auditing purposes. Prepare detailed reports on office activities, tracking performance metrics and key performance indicators (KPIs) for continuous improvement.
Role And Responsibilities
Daily: Walk through with the 3rd party service provider / Supervisor and make a note of the observations. All the observations are noted and allocated to respective team to address the same and report on completion. Review checklist and ensure that the tasks are completed as per the timeline. Ensure that the check list of the office is reviewed/updated/maintained from time to time. Ensure that the office cleanliness / Washrooms / MEP activities are taken care as scheduled by the 3rd party service provider. Audit material movement registers at the security. SEZ Material handling Stock update on daily basis.Weekly / Fortnight ActivitiesService provided by 3rd part provider to be audited - Cafeteria / Workstations / Cabins / Plants / Corridors / Pantry / Food Crushing Unit / AHU -1 & 2 / Plants @ Reception / Plants at WS – East & West / AC duct cleaning – East & West Wing / Cleaning of Light Fixtures – East & West Wing / Pest Control activities.Monthly Activities: Review monthly schedules of preventive maintenance of the equipment, viz UPS, Batteries, DBs, etc. Review Monthly Material Consumption details. Any special requirements from time to time as per the team’s request, need to arrange the same. Co-ordinate with the Builder in getting the property related issues resolved. Co-ordinate with 3rd party vendor regarding the DLP/Snags.
Minimum Qualifications
- Bachelor's degree in Logistics, Supply Chain Management, Business
Administration, or a related field.
- 10+ years of relevant work experience in same field.
- Proven experience in facilities, office admin and operations.
- Strong knowledge of transportation regulations and safety standards.
- Excellent problem-solving and decision-making abilities.
- Strong leadership and team management skills.
- Ability to work under pressure and handle multiple tasks efficiently.
- Good communication and interpersonal skills.
- Attention to detail and strong organizational skills.
- Willingness to work flexible hours, including night shifts. Be available at anytime to address office admin related issues or queries from employees
- Ability to coordinate effectively with leaders, and employees.
