Manager - Admin

POSITION SUMMARY

This position drives strategic and operational excellence across all BOT VFX facilities and workplace infrastructure. The ideal candidate is a highly organized, process-driven self-starter who balances long-term strategic planning with meticulous daily execution.

Reporting directly to the Head of Administration and HR , this role requires a disciplined leader with a coaching mindset to mentor internal teams, enforce service levels, and interface regularly with executive management. The position demands strong financial acumen to drive frugality and cost-optimization while ensuring absolute operational stability, strict compliance, and seamless cross-functional coordination.

Note: This position involves regular domestic travel, primarily between the company’s India facilities.

POSITION RESPONSIBILITIES

• •Facility Operations : Manage multi-location facility operations, ensuring the in-house administrative team and service contractors (security, housekeeping, utilities, etc.) flawlessly execute day-to-day needs.
• •SOPs & Training : Establish, implement, and document standard operating procedures (SOPs) for routine operations. Provide continuous training to in-house teams and outside contractors to ensure absolute alignment.
• •SLA Enforcement : Define clear facility service Level Agreements (SLAs) with performance targets. Track metrics systematically and firmly enforce compliance.
• •Employee Satisfaction : Drives employee satisfaction by ensuring all facility service & incident tickets are resolved thoroughly, tracked to proper closure, and communicated clearly to the team.
• •Asset Management : Oversee all non-IT assets across locations, ensuring rigorous tracking, regular lifecycle audits, and maintenance logs.
• •Lease & Landlord Management : Manage office space lease terms and landlord relationships for current properties in close coordination with the Finance team.
• •Space Evaluation : Support the evaluation of new office space options at the direction of the executive team, including broker engagement, term sheets, LOIs, and basic financial analysis.
• •Fit-Outs & Build-Outs : Oversee office renovation and fit-out projects from inception to completion. Hold primary contractors strictly accountable to budgets, quality standards, and timelines while coordinating key updates with the executive team.
• •Utilization Analytics : Leverage data and dashboards to monitor and report key seat utilization metrics (available, utilized, billable, non-billable, and cost per seat) to proactively optimize capacity.
• •Financial Acumen & Budgeting : Manage annual facility upkeep budgets. Identify and execute cost-effective measures, vendor rationalization, and cost-per-seat benchmarking.
• •Automation : Drive facility automation and smart building initiatives to reduce manual effort, optimize utility costs, and improve tracking efficiency.
• •Content Security Audits : Ensure the company strictly adheres to stringent content security audits as they relate to physical security, access control, and visual barriers.
• •Safety & Compliance : Implement regular facility audits, risk assessments, and inspections to proactively identify compliance gaps and maintain general workplace safety.
• •Executive Reporting : Provide regular, structural, data-driven updates to executive management regarding costs, SLA performance, schedules, and project milestones.

REQUIRED SKILLS

• •Bachelor’s degree in Engineering, Management Studies, Business Administration, or a closely related field.
• •10+ years of experience related to facility management, corporate operations, or infrastructure support is highly preferred.
• •Proven experience managing facilities across multiple geographic locations (exposure to creative studios or large corporate offices is an advantage).
• •Commercial real estate management experience (negotiating leases, analyzing term sheets) is considered a strong plus.
• •Exceptional problem-solving skills; focuses on structural prevention over daily firefighting.
• •Demonstrates high composure and emotional intelligence by remaining calm and objective under pressure, escalating issues structurally, and holding people accountable without friction.
• •Patient yet fiercely outcome-focused when developing internal teams and managing external partners.
• •Highly organized , process-driven, with a meticulous eye for detail in all administrative and operational workflows.
• •Strong financial acumen to evaluate financial options, build business cases, analyze cost metrics, and negotiate hard with vendors.
• •Exceptional written and verbal communication skills . Ability to interact professionally and persuasively with technical staff, external vendors, and C-suite executives alike.
• •Tech Savvy and highly adept at utilizing productivity tools (Google Sheets, Excel), project management platforms (Asana, Jira, or similar), and workflow automation software to track requests and maintain digital facility dashboards.