Head of Facility & Admin Operations – BFSI

Job Purpose

To oversee and manage all facility management and administrative operations for the stock broking firm, ensuring a safe, efficient, compliant, and well-maintained workplace that supports seamless business operations, including trading floors, branch offices, and support functions.

Jainam Broking Limited

• 4 days ago

• Facility Management
• Manage day-to-day operations of office facilities, including corporate offices and branch locations.
• Ensure optimal functioning of infrastructure such as HVAC, electrical systems, UPS, DG sets, and workstations.
• Coordinate preventive and corrective maintenance schedules.
• Supervise housekeeping, security, and pantry services.
• Ensure uptime and readiness of trading floors and critical business areas.
• Vendor & Contract Management
• Identify, onboard, and manage facility-related vendors (housekeeping, security, maintenance, etc.).
• Negotiate contracts, SLAs, and pricing with vendors to optimize cost efficiency.
• Monitor vendor performance and ensure adherence to SLAs and compliance standards.
• Process vendor invoices and manage payments in coordination with finance.
• Administration & Office Management
• Oversee office administration including seating arrangements, asset management, and logistics.
• Maintain inventory of office supplies, IT peripherals (in coordination with IT), and consumables.
• Manage travel support, courier services, and document handling.
• Ensure smooth onboarding/offboarding support from an admin perspective.
• Compliance & Safety
• Ensure compliance with statutory regulations, including fire safety, building codes, and local authority norms.
• Maintain documentation for audits (internal/external) and regulatory inspections.
• Conduct periodic safety drills and workplace safety audits.
• Implement health & safety standards across offices and branches.
• Budgeting & Cost Control
• Prepare and manage facility and administration budgets.
• Monitor expenses and identify cost-saving opportunities.
• Optimize resource utilization without compromising quality.
• Infrastructure & Expansion Support
• Support new branch setup, office relocation, and expansion projects.
• Coordinate with internal stakeholders for layout design, space planning, and setup.
• Ensure timely readiness of infrastructure for business operations.
• Team Management
• Lead and supervise administration and facility staff across locations.
• Provide training and guidance to team members.
• Set performance goals and ensure team productivity.
• Business Continuity Support
• Ensure preparedness for contingencies (power failures, system outages, emergencies).
• Support disaster recovery planning from a facilities perspective.
• Maintain critical infrastructure for uninterrupted trading operations.

• Bachelor’s degree in Administration, Management, or related field
• Certification in Facility Management (preferred)

• 5–8 years of experience in facility management and administration
• Minimum 2–3 years in a supervisory or team leadership role
• Experience in financial services, broking, or BFSI industry is highly preferred

• Strong vendor management and negotiation skills
• Knowledge of facility systems (HVAC, electrical, safety systems)
• Understanding of compliance and statutory requirements
• Budgeting and cost control expertise
• Excellent leadership and people management skills
• Problem-solving and crisis management ability
• Good communication and stakeholder management

• Facility uptime and maintenance efficiency
• Vendor SLA adherence
• Cost optimization vs budget
• Compliance and audit readiness
• Employee satisfaction with facilities
• Timely project execution (branch setup, relocations)

• Experience managing multi-location offices
• Familiarity with trading floor requirements and uptime-critical environments
• Ability to work under pressure in fast-paced financial markets