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Operations and Facilities Coordinator

Operations and Facilities Coordinator

Dentsu CreativeRepublic Of India, IN
6 days ago
Job description

About Dentsu India :

Dentsu international comprises of six leadership brands - Carat, dentsu X, iProspect, Isobar, dentsuMB and Merkle Sokrati, each supported by its specialist divisions and scaled services. With best-in-class services and solutions in Media, Customer Experience Management (CXM), and Creative, Dentsu international operates in over 145 markets worldwide with more than 66,000 dedicated specialists.

Part of Dentsu International, dentsu India helps some of the biggest & most interesting brands who are our clients everyday to win, keep and grow their best customers and achieve meaningful progress for their businesses. With best-in-class services and solutions in Media, CXM (Customer Experience Management) and Creative, Dentsu India is the 2nd biggest Advertising agency network in India while the dentsu international is the 5th largest in the world.

In good times and bad, we partner with brands to achieve meaningful progress as we are a force for good & for meaningful growth. Our teams of optimists, entrepreneurs and first-movers coalesce around the needs of our clients, unlocking unique possibilities for sustainable value and lasting change.

Learn more at :

https : / / www.Dentsu.Com /

https : / / www.Dentsu.Com / careers

Role summary :

Job Title : Admin – Operations & Facility Management

Location : Mumbai

Total experience : 4+ yrs

We’re looking for a hands-on and reliable Admin Executive (Operations & Facility Management) who can efficiently manage day-to-day office operations, production logistics, and facility upkeep, ensuring seamless coordination between creative, production, and support teams.

Key Responsibilities

1. Office Administration & Facility Management

  • Oversee daily office operations including housekeeping, pantry, maintenance, and vendor coordination.
  • Ensure the smooth functioning of office infrastructure equipment, utilities, and workstation setup.
  • Manage office inventory (stationery, production essentials, pantry, etc.) and track usage regularly.
  • Handle AMC renewals, vendor payments, and service contracts.
  • Supervise office hygiene, safety, and compliance with health & safety standards.

2. Production & On-ground Operational Support

  • Support production and shoot teams with on-ground logistics like transport, stay, meals, and coordination.
  • Arrange and manage equipment rentals, production material procurement, and local vendor tie-ups.
  • Coordinate with external vendors, production crews, and suppliers for timely execution of production requirements.
  • Ensure smooth logistical operations during pre-production and shoot schedules.

    • 3. Vendor & Asset Management

  • Maintain vendor database and establish long-term vendor relationships for office and production needs.
  • Negotiate rates and manage cost-effective procurement across office and production requirements.
  • Maintain an updated asset register for office and production equipment.
  • Handle asset allocation, tagging, repair, and replacement processes.

    • 4. Travel & Logistics

  • Coordinate travel arrangements, hotel bookings, and transportation for staff and production teams.
  • Manage travel advances, expense settlements, and reimbursements in coordination with the accounts team.
  • Ensure travel policies and budgets are adhered to.

    • 5. Coordination & Compliance

  • Liaise with internal departments (HR, Accounts, Creative, Production) to ensure smooth cross-functional operations.
  • Handle documentation related to office lease agreements, maintenance contracts, and statutory compliances.
  • Support in managing security, access control, and visitor management systems.
  • Ensure readiness and compliance during audits or facility inspections.

    • Key Skills & Competencies

  • Strong organizational and multitasking skills.
  • Excellent communication and vendor negotiation abilities.
  • Proactive problem-solving and time management skills.
  • Sound understanding of facility maintenance, vendor management, and basic production operations.
  • Ability to manage multiple priorities under tight deadlines.
  • Proficiency in MS Office, Google Sheets, and documentation.
  • A people-friendly, reliable, and process-oriented mindset.

    • Qualifications & Experience

  • Bachelor’s degree in Administration, Operations, Management, or a related field.
  • 4–6 years of experience in Admin, Facility, or Operations Management , preferably in a creative agency, media, or production house environment.
  • Prior experience handling shoot logistics or production support will be a strong advantage.

    • Employment Type : Full Time

    Location : Mumbai (Andheri)

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