ABOUT SPYNE.AI
Spyne.ai is a fast-growing, Series B AI-powered automotive retail SaaS company headquartered in Gurugram. We help automotive dealerships and OEMs transform their digital retail experience using cutting-edge AI and computer vision technology. As we scale rapidly, we are building a world-class office environment and need strong operations professionals who can keep our workplace running seamlessly.
ROLE OVERVIEW
We are looking for a proactive and experienced Administration & Facility Manager to manage and oversee all aspects of our office operations, facility upkeep, vendor management, and administrative support. The ideal candidate brings a hands-on approach, strong organisational skills, and the ability to manage multiple priorities while ensuring a safe, clean, and productive workplace for all employees.
KEY RESPONSIBILITIES
Facility & Office Operations
- Oversee day-to-day facility operations including housekeeping, security, horticulture, pest control, and UPS monitoring.
- Manage repair and maintenance coordination across electrical, plumbing, civil, and IT infrastructure.
- Ensure CCTV monitoring and fire & emergency preparedness are maintained at all times.
- Conduct regular facility inspections and maintain AMC (Annual Maintenance Contract) schedules.
Vendor & Procurement Management
- Identify, onboard, and manage service vendors ensuring quality and cost efficiency.
- Handle procurement of office supplies, stationery, housekeeping materials, and pantry items.
- Process vendor invoices, payments, and maintain proper documentation.
- Negotiate contracts and drive cost optimisation initiatives.
Travel, Logistics & Guest Management
- Manage employee travel bookings — flights, trains, hotels, and cab arrangements.
- Coordinate guest visits, senior management stays, and client accommodation requirements.
- Oversee visitor management, ID card issuance, and access control systems.
Team & Cross-functional Support
- Lead and manage facility support staff including housekeeping, security, and front desk personnel.
- Provide administrative support across HR, Finance, Sales, and other business functions.
- Plan and execute office events, celebrations, and festival decorations.
- Maintain MIS reports, operations trackers, and stock registers.
REQUIREMENTS
Qualifications & Experience
- Graduate in any discipline (B.A., B.Com, B.Sc., or equivalent).
- 4–8 years of experience in facility management, office administration, or related roles.
- Prior experience in a corporate office, co-working space, or tech/startup environment preferred.
- ITI certification or equivalent vocational qualification is a plus.
Skills & Competencies
- Strong knowledge of housekeeping standards, security protocols, and facility SOPs.
- Hands-on experience with vendor coordination, AMC management, and procurement processes.
- Proficiency in MS Office — Word, Excel, and PowerPoint.
- Working knowledge of CCTV systems, UPS monitoring, and emergency response procedures.
- Good communication skills in Hindi and English (spoken and written).
- Strong leadership, discipline, and team management capabilities.
- Positive problem-solving attitude with the ability to handle pressure situations calmly.
WHAT WE OFFER
- Competitive salary and performance-based incentives.
- Fast-paced, high-growth startup environment with real ownership of your function.
- Opportunity to build and improve facility systems from the ground up.
- Collaborative team culture with cross-functional exposure.
- 5-day work week from our modern Gurugram office.
