Facilities & Admin Manager

About Us

Observe.AI

is the enterprise-grade Customer Experience AI platform that unifies conversations, intelligence, and action to turn contact centers into performance engines. Built to optimize the full lifecycle of human and AI agents,

Observe.AI

enables enterprises to automate customer interactions, augment agent performance, and deliver governed AI at scale.

On a single platform,

Observe.AI

combines Voice and Chat AI Agents, real-time AI Copilots, and Conversation Intelligence with 100% interaction coverage for quality, compliance, and performance management. Trusted by brands like DoorDash, Affordable Care, Signify Health,and Verida,

Observe.AI

delivers fast time-to-value, measurable ROI, and consistent, high-quality customer experiences across every channel.

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

.*