Administration and Facility Manager

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.