Dentsu Amp
Website:
bit.ly
Company:
https://www.linkedin.com/company/dentsu-amp
Seniority: Mid-Senior level
Industries: Advertising Services
Job details:
Role Overview
- We are looking for an experienced and hands-on Administration & Facility Manager to take complete ownership of day-to-day administration, facility management, workplace operations, hospitality, infrastructure, and studio-related requirements at Dentsu AMP.
- The role is responsible for ensuring that the office operates smoothly, efficiently, and to a high professional standard, while providing a seamless workplace experience for employees, clients, candidates, talent, production teams, and external partners.
- Prior experience in a production house, content agency, creative agency, media company, or similar environment is mandatory. The candidate should understand the pace and operational requirements of a production-driven workplace and ideally have hands-on exposure to managing studio spaces and production facilities.
- The ideal candidate will be highly proactive, organized, service-oriented, and comfortable independently managing vendors, maintenance, procurement, hospitality, infrastructure, compliance, workplace operations, and studio support.
1. Administration & Office Operations
- Take complete ownership of day-to-day administrative operations.
- Ensure smooth functioning of workplace services and administrative activities.
- Manage office supplies, stationery, pantry requirements, housekeeping materials, and other operational requirements.
- Maintain adequate inventory levels and ensure timely replenishment.
- Coordinate seating, meeting rooms, common areas, workspaces, and other office infrastructure.
- Support HR and business teams with employee workplace requirements, including onboarding and workspace readiness.
- Maintain administrative records, documentation, contracts, licenses, and facility-related information.
- Coordinate internal events, meetings, town halls, leadership visits, and other workplace activities.
2. Facility Management
- Take end-to-end ownership of the physical office infrastructure and facility.
- Ensure the workplace remains clean, safe, functional, organized, and well-maintained.
- Oversee housekeeping, security, maintenance, pantry, reception, utilities, and other facility services.
- Coordinate repairs and maintenance related to electrical systems, air conditioning, plumbing, carpentry, civil work, internet, power backup, and general infrastructure.
- Conduct regular facility inspections and proactively identify maintenance or infrastructure issues.
- Ensure timely resolution of facility-related concerns.
- Coordinate preventive maintenance schedules and Annual Maintenance Contracts (AMCs).
- Ensure common areas, meeting rooms, workspaces, and facilities meet appropriate standards.
3. Vendor Management
- Identify, evaluate, onboard, and manage vendors across facility and administrative services.
- Manage vendors for housekeeping, security, maintenance, pest control, pantry, catering, electrical, HVAC, transport, and other operational requirements.
- Negotiate commercial terms and ensure cost-effective vendor partnerships.
- Monitor vendor performance against agreed service levels and quality standards.
- Coordinate vendor visits, maintenance schedules, service calls, and AMC requirements.
- Maintain records of vendor agreements, quotations, contracts, invoices, and service reports.
- Address vendor-related escalations and ensure timely resolution.
4. Workplace Hospitality & Employee Experience
- Ensure a professional, welcoming, and well-managed workplace environment.
- Oversee pantry and refreshment services, housekeeping standards, meeting room readiness, and common-area upkeep.
- Manage hospitality arrangements for client meetings, leadership visits, candidate interviews, events, and internal meetings.
- Coordinate catering, refreshments, seating, meeting rooms, and other requirements for special events.
- Ensure a high-quality experience for employees, clients, candidates, talent, and external visitors.
- Work closely with HR to continuously improve workplace experience and service standards.
5. Studio & Production Facility Support
- Manage operational requirements of studio and production spaces within the office.
- Ensure studio areas are clean, organized, safe, and production-ready at all times.
- Coordinate studio bookings, scheduling, space allocation, and availability.
- Work closely with Creative, Production, and Post-Production teams to understand upcoming requirements.
- Ensure studios are appropriately prepared for shoots, client visits, and production activities.
- Coordinate requirements related to furniture, props, backdrops, utilities, power, space, and other studio infrastructure.
- Maintain studio-related inventory and ensure appropriate storage and upkeep.
- Support production teams with on-ground facility requirements during shoots.
- Coordinate parking, security, access, loading/unloading, housekeeping, catering, green rooms, and other facility requirements during production activities.
- Proactively resolve facility-related challenges that could impact production timelines.
6. Procurement & Inventory Management
- Manage procurement of office, facility, hospitality, and studio-related requirements.
- Obtain and evaluate quotations and ensure purchases are cost-effective.
- Maintain records of purchases, inventory, and consumption.
- Track office and studio supplies and ensure timely replenishment.
- Maintain records of assets, furniture, equipment, and other operational items.
- Coordinate repair, replacement, movement, and maintenance of assets.
7. Asset & Infrastructure Management
- Maintain accurate records of office, studio, furniture, and other operational assets.
- Coordinate asset movement, allocation, maintenance, repair, and replacement.
- Conduct periodic physical verification of assets and inventory.
- Ensure appropriate storage and security of facility and studio assets.
- Coordinate with IT and other relevant teams for workplace infrastructure requirements.
- Ensure workspaces and facilities are adequately prepared for new joiners and internal team movements.
8. Safety, Compliance & Risk Management
- Ensure the office and facility adhere to applicable safety and operational standards.
- Coordinate fire safety checks, emergency preparedness, pest control, electrical inspections, and other facility requirements.
- Maintain records of relevant licenses, certificates, AMC documents, and compliance documentation.
- Coordinate emergency maintenance and facility response whenever required.
- Ensure vendors and service partners follow appropriate safety and workplace protocols.
- Proactively identify operational risks and implement preventive measures.
9. Budget & Cost Management
- Assist in preparing and managing budgets for administration, facilities, hospitality, maintenance, and studio operations.
- Monitor monthly facility and administrative expenses.
- Review vendor quotations and negotiate commercially viable rates.
- Identify opportunities for cost optimization without compromising service quality.
- Ensure expenses are appropriately documented and processed within defined timelines.
- Coordinate with Finance for invoice submission, reconciliation, and payment processing.
Key Skills & Competencies
- Strong hands-on experience in Administration and Facility Management.
- Proven experience managing office/workplace infrastructure and day-to-day operations.
- Prior experience in a production house, content agency, creative agency, media company, or advertising environment is mandatory.
- Good understanding of studio operations and production environments.
- Strong vendor management and negotiation skills.
- Excellent organizational and multitasking abilities.
- Strong problem-solving and crisis-management skills.
- High ownership and accountability.
- Excellent communication and stakeholder management skills.
- Strong service orientation and attention to detail.
- Ability to work independently and manage multiple priorities.
- Comfortable working in a fast-paced, deadline-driven creative and production environment.
Qualifications & Experience
- Bachelor's degree in Administration, Operations, Facility Management, Hospitality Management, or a related field.
- 6+ years of relevant experience in Administration, Facility Management, Workplace Operations, or Studio Management.
- Experience managing facility operations within a production house, content agency, creative agency, media company, or similar environment is mandatory.
- Prior hands-on experience managing studio/production spaces will be strongly preferred.
- Experience managing multiple vendors, service partners, and facility operations independently is required.
- Takes complete ownership of ensuring the office and studio environment runs smoothly every day.
Preferred Industry Background
- Production Houses | Content Agencies | Creative Agencies | Advertising Agencies | Media Companies | Film & Television Production | Content Studios
Location : Andheri East
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