Facilities & Administration Manager ( Immediate Joiners only )

About Us Observe.AI is the AI Agents platform for customer experience, designed to help organizations deliver faster, smarter, and more efficient customer service at scale. The platform enables businesses to deploy specialized AI agents that autonomously execute work across the full CX lifecycle—from handling customer conversations to supporting frontline teams and optimizing operations. Each AI agent is purpose-built for a specific role, equipped to understand context, make decisions, take action, and continuously improve outcomes. This allows organizations to increase resolution speed, elevate service quality, and reduce operational costs while empowering your frontline team to focus on higher-value work. Built on a CX-native foundation, Observe.AI helps leading brands like DoorDash, Affordable Care, Signify Health, and Verida improve customer satisfaction, boost agent productivity, and deliver consistent, scalable performance across every customer interaction. Why Join Us We’re looking for a hands on Facilities & Admin Manager to own the day-to-day operations of our workplace and administrative functions. This is an individual contributor role for someone who enjoys building great workplace experiences, thrives in a fast-paced environment, and can independently manage facilities, vendors, and travel operations. If you love taking ownership, solving problems, and making things run smoothly behind the scenes - this role is for you. What you’ll be doing Facilities & Workplace Operations Own the daily operations of the office to ensure a seamless and productive workplace experience Serve as the primary point of contact with managed office partners (e.g., Indiqube) for facilities, infrastructure, and support Oversee housekeeping, security, maintenance, pantry services, and office supplies Ensure compliance with safety standards, workplace policies, and statutory requirements Manage office assets, inventory, and access systems Vendor & Logistics Management Manage external vendors for maintenance, repairs, procurement, and services Support office expansions, seating allocation, and workspace planning Drive cost efficiency through smart vendor negotiations and contract management Travel & Hospitality Manage domestic and international travel bookings including flights, hotels, and ground transport Coordinate executive travel plans and end-to-end itineraries Negotiate corporate hotel rates and manage travel partners Oversee guest visits, leadership visits, and all hospitality arrangements Administrative Support Partner with leadership on facilities planning, budgeting, and forecasting Track and manage facilities and administrative expenses Ensure smooth onboarding logistics - workspace setup, access cards, and office readiness What you bring to the role 8+ years of experience in Facilities, Administration, or Workplace Management, ideally in a startup or SaaS environment Hands-on experience working with managed office providers such as Indiqube, WeWork, or similar Strong vendor management and negotiation skills Experience managing travel coordination and logistics Highly organized, detail-oriented, and execution-focused Comfortable working independently in a fast-growing, dynamic setup Perks & Benefits Excellent medical insurance options and free online doctor consultations Yearly privilege and sick leaves as per Karnataka S&E Act Generous holidays (National and Festive) recognition and parental leave policies Learning & Development fund to support your continuous learning journey and professional development Fun events to build culture across the organization Flexible benefit plans for tax exemptions (i.e. Meal card, PF, etc.) Our Commitment to Inclusion and Belonging Observe.AI is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Observe AI does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. Observe.AI also strives for a healthy and safe workplace and strictly prohibits harassment of any kind. We welcome all people. We celebrate diversity of all kinds and are committed to creating an inclusive culture built on a foundation of respect for all individuals. We seek to hire, develop, and retain talented people from all backgrounds. Individuals from non-traditional backgrounds, historically marginalized or underrepresented groups are strongly encouraged to apply. If you are ambitious, make an impact wherever you go, and you're ready to shape the future of Observe.AI, we encourage you to apply. For more information, visit www.observe.ai.