Clicktech Retail Private Limited
Website:
clicktechretail.com
Job details:
Clicktech Retail Private Limited (“Clicktech”) is a wholly owned subsidiary of New Trends Commerce Private Limited (“New Trends Commerce”). New Trends Commerce is a joint venture between Clicktech Enterprises Private Limited (“Poddar Group Entity”) and Haverl LLC (“Amazon Group Entity”). Clicktech is a prominent seller on the Amazon India marketplace and is currently operating in the category of wireless, wireless accessories, consumer electronics, personal computing, home improvement, BISS - Business Industrial & Scientific Supply, wireless Devices, Smart Home Solutions and Digital Devices. Our vision is to be India’s most customer centric company. We aspire to expand our selection in the categories we operate to every item that our customers want. We want to offer such products at the most competitive price. We intend to make these products available in such a way that these products reach the customers in the shortest possible time. We have a culture and practice of customer centricity, hiring and developing
the best, insisting on the highest standards, calculated risk taking and delivering results.
Role Description
Senior Associate – Facilities
We are looking for a proactive and highly organised Senior Associate – Facilities, to independently manage and travel, events, employee logistics, vendor coordination, and related administrative operations.
The role will be responsible for end-to-end planning and execution of travel and events, including budgeting, vendor management, negotiations, logistics, stakeholder coordination, quality control, and closure.
The position will also provide operational leadership to the Junior Facilities Associate, ensuring effective delegation, execution, backup coverage, and smooth day-to-day operations.
The ideal candidate should be able to work independently, manage multiple priorities, anticipate requirements, resolve issues proactively, and take complete ownership rather than requiring continuous supervision.
Key Responsibilities:
1. Travel Management
- Independently manage domestic and international travel requirements for employees and leadership teams.
- Coordinate flights, hotels, ground transportation, airport transfers, visas, travel documentation, and other travel-related requirements.
- Work with travel agencies and vendors to obtain competitive quotes and negotiate rates.
- Ensure travel bookings are aligned with company policies, budgets, and timelines.
- Handle last-minute changes, cancellations, rebookings, and travel-related escalations.
- Maintain accurate travel records, trackers, invoices, and documentation.
- Coordinate travel requirements across multiple business entities/teams as required.
2. Event Management – End-to-End Ownership
Own the complete lifecycle of employee, leadership, and corporate events:
Requirement → Planning → Budgeting → Venue/Vendor Selection → Negotiation → Logistics → Execution → Quality Check → Final Review & Closure
Responsibilities include:
- Understand event requirements and convert them into detailed execution plans.
- Identify and shortlist suitable venues and vendors.
- Obtain and evaluate commercial proposals and negotiate pricing and terms.
- Prepare and track event budgets and ensure adherence to approved costs.
- Coordinate all event logistics, including:
- Venue
- Food & beverages
- AV and technical requirements
- Travel and transportation
- Accommodation
- Gifts and merchandise
- Branding and event collateral
- Seating and room arrangements
- Employee communication
- Vendor manpower and support
- Create detailed event checklists, timelines, and responsibility matrices.
- Coordinate with internal stakeholders and external vendors.
- Conduct pre-event checks and ensure readiness before the event.
- Be present/available during critical events to manage execution and resolve issues.
- Conduct post-event quality checks and ensure vendor deliverables are completed.
- Verify invoices and close all outstanding commercial and operational items.
3. Vendor Management & Procurement
- Manage relationships with travel, hospitality, event, transport, gifting, and facility vendors.
- Identify new vendors and build a reliable vendor network.
- Obtain multiple quotations and conduct commercial comparisons.
- Negotiate pricing, payment terms, service levels, and other commercial conditions.
- Ensure vendors meet agreed quality, timelines, and service expectations.
- Coordinate vendor onboarding and documentation such as GST, PAN, MSME certificates, etc., wherever applicable.
- Monitor vendor performance and address service gaps proactively.
- Maintain a vendor database and performance records.
4. Employee Logistics & Administration
- Manage employee logistics related to events, meetings, travel, transportation, and other company requirements.
- Coordinate transportation and accommodation requirements.
- Support employee engagement activities and internal events.
- Manage administrative requirements related to meetings, leadership visits, town halls, offsites, and other company programs.
- Ensure operational requirements are planned and executed within agreed timelines.
- Provide backup support for critical administrative operations during peak periods and employee absence.
5. Team Coordination & Supervision
- Direct and supervise the Junior Facilities Associate on day-to-day operational activities.
- Delegate tasks based on priorities and ensure timely completion.
- Review execution quality and provide necessary guidance.
- Create backup coverage for routine operational activities.
- Ensure operational tasks do not remain dependent on a single individual.
- Take ownership of escalations that require higher-level intervention.
6. Budget & Cost Management
- Prepare event and travel budgets based on requirements.
- Track actual spend against approved budgets.
- Identify opportunities for cost optimisation without compromising employee experience or service quality.
- Negotiate with vendors to achieve competitive commercial terms.
- Maintain accurate cost trackers and supporting documentation.
- Coordinate with Finance for purchase orders, invoices, payments, and closures.
7. Process Improvement & Reporting
- Develop and maintain SOPs, checklists, trackers, and standard processes for travel and event management.
- Identify operational gaps and recommend process improvements.
- Establish structured workflows to reduce dependency on individuals.
- Maintain dashboards/trackers for travel, events, vendors, budgets, and pending actions.
- Provide regular updates on ongoing activities, risks, and escalations.
- Ensure proper documentation and handover of completed activities.
Required Skills & Competencies
- Strong planning and organisational skills.
- Excellent vendor management and negotiation skills.
- Strong communication and stakeholder management abilities.
- Ability to independently manage multiple priorities and deadlines.
- Strong attention to detail and follow-through.
- Good financial and budgeting orientation.
- Strong problem-solving and decision-making skills.
- Ability to handle pressure and last-minute changes.
- Proactive approach with a strong sense of ownership.
- Good working knowledge of MS Excel/Google Sheets, PowerPoint, email, and other productivity tools.
- Ability to coordinate effectively with senior leadership, employees, vendors, Finance, HR, and Facilities teams.
Experience & Qualification
- 5–8 years of relevant experience in facilities, administration, travel management, event management, corporate operations, or a similar role.
- Experience managing corporate events, employee logistics, travel, and external vendors.
- Experience in independently managing budgets, negotiations, and end-to-end operational execution.
- Graduate in any discipline; relevant professional qualifications/certifications will be an advantage.
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