Manager- Facility Administration Full Time

About the Role

We are seeking a dynamic, experienced, and forward-thinking Manager to lead Office Administration, Facilities Management, and SEZ Compliance for our IT Services operations based within a Special Economic Zone (SEZ) in Chennai. This is a senior individual-contributor-cum-leadership role that bridges day-to-day operational excellence with regulatory compliance, government affairs, and financial stewardship.

The ideal candidate will be deeply knowledgeable about SEZ policies and procedures, Indian tax and customs regulations, government liaison, accounts payable/receivable, and vendor management — while bringing a proactive, curious, and collaborative approach to every challenge.

Key Responsibilities

1. SEZ Compliance & Government Affairs

• Manage all SEZ-related compliance including Annual Performance Reports (APR), softex filings, and NFE calculations.
• Liaise with the Development Commissioner’s office, STPI, Customs, DGFT, and other regulatory bodies for approvals, renewals, and audits.
• Stay current on amendments to the SEZ Act 2005, SEZ Rules 2006, FEMA regulations, and relevant notifications from MoC&I.
• Coordinate Letter of Permission (LoP) renewals, bond-cum-legal undertaking (BLUT) management, and unit approval processes.
• Interface with government departments (TNPCB, Fire & Safety, Factory Inspectorate, Labour Dept.) for licenses, NOCs, and periodic renewals.
• Handle import/export documentation and customs clearances within SEZ framework.

2. Taxation & Regulatory Compliance

• Oversee SEZ-specific tax benefits, exemptions, and claims including Section 10AA income tax benefits.
• Coordinate with the finance and tax team for GST compliance, reverse charge mechanisms (RCM), and SEZ supply treatment.
• Manage TDS deductions, professional tax, and other statutory payroll-linked compliances for the facility.
• Assist in transfer pricing documentation and compliance relevant to SEZ entities.
• Track and respond to notices, queries, or show-cause notices from tax authorities in coordination with legal/finance teams.

3. Facilities Management

• Oversee end-to-end facilities operations: office infrastructure, housekeeping, security, pantry, transport, and asset management.
• Manage preventive and corrective maintenance schedules for all electrical, HVAC, plumbing, fire suppression, and IT infrastructure.
• Ensure workplace safety, health, and environment (SHE) compliance; conduct regular audits and drills.
• Maintain occupancy planning, seat allocation, and space utilization reporting for leadership.
• Lead office expansion, fit-out, or relocation projects within the SEZ, coordinating with co-developers and SEZ authorities.
• Manage employee transport operations, contracts, and route optimisation.

4. Vendor & Contract Management

• Manage the full vendor lifecycle: shortlisting, RFQ/RFP, negotiation, onboarding, performance reviews, and off-boarding.
• Maintain AMC/SLA contracts for all facility service providers — housekeeping, security, catering, MEP, IT support, and transport.
• Drive cost optimisation through competitive bidding, rate renegotiations, and consolidation of vendors.
• Ensure vendor compliance with SEZ regulations (authorised vendors, domestic tariff area vs. SEZ supplies).
• Maintain a vendor master database, track renewals, insurance certificates, and statutory compliance documents.

5. Administration & Office Operations

• Oversee travel desk, accommodation, visa processing, and event management for domestic and international visitors.
• Manage office assets, inventory, and ensure proper record-keeping for SEZ bond purposes.
• Maintain digital and physical records for all regulatory filings, government correspondence, and contracts.
• Drive process standardisation and automation in administration workflows.
• Handle expat and secondee support — work permits, FRRO registrations, and liaison with HR for relocation.

6. Innovation & Continuous Improvement

• Champion new ideas for facility optimisation, sustainability (energy efficiency, green initiatives), and cost reduction.
• Implement technology solutions (CAFM, visitor management, asset tracking tools) to enhance operational efficiency.
• Build and lead a high-performing admin team; mentor and develop team members.
• Collaborate cross-functionally with HR, Finance, IT, and Legal to support business growth and employee experience.

Qualifications & Experience

Requirement

Detail

Education

Bachelor’s degree in Commerce, Business Administration, or related field.

Experience

8–10 years in office administration and facilities management within an IT/ITES/Technology company, with at least 4–5 years in an SEZ environment in Chennai or Tamil Nadu.

SEZ Knowledge

Hands-on experience with SEEPZ/MEPZ/OMC or similar SEZ units; familiarity with LoP compliance, softex filings, APR submissions, and DC office liaisons.

Taxation

Working knowledge of GST, TDS, income tax (Sec. 10AA), customs and FEMA as applicable to SEZ units.

Finance

Strong command of accounts payable and receivable processes, budget management, and ERP systems (SAP, Oracle, or equivalent).

Vendor Mgmt.

Proven track record in contract negotiations, vendor performance management, and cost optimisation.

Communication

Excellent verbal and written communication in English and Tamil; ability to liaise confidently with government officials, senior leadership, and external stakeholders.

Mindset

Proactive, curious, and open to exploring new tools, technologies, and approaches to improve operational efficiency.

Key Competencies

Technical & Functional

• SEZ Act, Rules & Customs regulations
• GST / TDS / Income Tax (Sec. 10AA)
• FEMA & foreign currency management
• Softex & STPI filings
• Accounts Payable & Receivable
• Budgeting & cost centre management
• ERP systems (SAP / Oracle / Tally)
• Contract drafting & management
• Facility management best practices
• Asset lifecycle management

Behavioral & Leadership

• Strong stakeholder & government liaison
• Excellent written & verbal communication
• Negotiation & influencing skills
• Problem-solving & critical thinking
• Team leadership & mentoring
• High attention to detail & accuracy
• Adaptability & change management
• Entrepreneurial & innovative mindset
• Integrity & regulatory compliance culture
• Time management & multi-tasking

Work Location: DLF Porur, Chennai

Interested candidates please share your resumes to gerard.andrews@cbts.com