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Withum is a place where talent thrives – where who you are matters. It’s a place of endless opportunities for growth. A place where entrepreneurial energy plus inclusive teamwork equals exponential results. Withum empowers clients and our professional staff with innovative tools and solutions to address their accounting, tax and overall business management and operational needs. As a US nationally ranked Top 25 firm, we recruit only the best and brightest people with a genuine passion for the business.
Withum’s brand is a reflection of our people, our culture and our strength. Withum has become synonymous with teamwork and client service excellence. The cornerstone of our success can truly be accredited to the dedicated professionals who work here every day, easy to work with a sense of purpose and caring for their co-workers and whose mission is to help our clients grow and thrive. But our commitment goes beyond our clients as we continue to live the Withum Way, promoting personal and professional growth for all team members, clients, and surrounding communities.
The Associate Manager – Operations / Administration & Facilities will be responsible for overseeing and managing day-to-day administrative, facilities, and technical operations to ensure a safe, efficient, compliant, and employee-friendly workplace. The role involves hands-on management of facilities maintenance, utilities, employee transportation, travel support, admin help desk operations, vendor management, buildout project coordination, and contract workforce supervision. The incumbent will also act as a key point of contact for employee grievances related to transport, catering, utilities, and facility services, supporting an employee base of 1,000+.
Key Responsibilities
Operations, Administration & Facilities Management
- Manage day-to-day operations related to administration and facilities, ensuring uninterrupted support to business operations.
- Oversee facilities maintenance, including housekeeping, security, utilities, and office infrastructure.
- Ensure compliance with internal policies, service level agreements (SLAs), and statutory & Safety requirements.
Technical Facilities & Utilities Management
- Manage HVAC, electrical systems, DG sets, UPS, and power distribution systems.
- Oversee fire detection, fire-fighting, and life safety systems.
- Ensure preventive maintenance, audits, inspections, and safety drills.
Buildout & Project Management
- Support office buildout, fit-out, expansion, and renovation projects.
- Coordinate with PMCs, architects, contractors, and vendors.
Employee Transportation & Travel
- Manage employee transportation operations, including route planning, vendor coordination, attendance tracking, and issue resolution.
- Handle employee travel coordination, bookings, and related administrative support as per company policies.
- Address and resolve employee grievances related to transportation services in a timely and professional manner.
Catering & Employee Services
- Coordinate with catering vendors to ensure quality, hygiene, and timely service.
- Handle employee feedback and grievances related to catering and other facility services, ensuring continuous improvement.
Admin Help Desk
- Manage the Admin Help Desk, ensuring prompt response and resolution of employee queries related to facilities, transport, travel, and general administration.
- Track and analyze help desk data to identify recurring issues and implement corrective actions.
Vendor Management & Negotiations
- Manage end-to-end vendor lifecycle, including onboarding, performance monitoring, billing, and renewals.
- Lead vendor negotiations for facilities, transport, catering, housekeeping, and security services to optimize cost and service quality.
- Conduct regular vendor performance reviews and ensure adherence to SLAs.
Contract Workforce Management
- Supervise and manage contract employees engaged in housekeeping and security services.
- Ensure adequate staffing, duty rosters, attendance management, and performance monitoring.
- Enforce discipline, safety standards, and service quality among contract staff.
Employee Grievance Handling
- Act as the first point of contact for employee grievances related to transport, catering, facilities, and admin services.
- Investigate issues, coordinate with vendors and internal teams, and ensure effective resolution within defined timelines.
Team Management & Reporting
- Manage and guide admin and facilities team members, ensuring productivity and service excellence.
- Prepare and submit daily, weekly, and monthly MIS reports related to operations, costs, vendor performance, and service metrics.
- Support the Manager – Admin & Facilities in audits, reviews, and process improvements.
Requirements:
- Any graduate/postgraduate
- 6 to 8 years of administrative experience in a professional services environment preferred.
- Advanced Microsoft Office skills.
- Good communication skills, both verbal and written.
- High attention to detail.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Should have managed team.
Website: www.withum.com
Withum will not discriminate against any employee or applicant for employment because of race, color, religion,sex, sexual orientation, gender identity, nationalorigin, age, maritalstatus, genetic information, disability or because he or she is a protected veteran.