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Purpose of Job
The Senior Operations Specialist – Administration plays a critical role in ensuring the seamless functioning of administrative and facility operations across the organization. This role is responsible for driving end-to-end management of workplace services, vendor ecosystems, statutory compliance coordination, and employee support functions.
The incumbent will work closely with cross-functional teams, external service providers, and regulatory authorities to create and maintain a safe, efficient, and well-managed work environment. Additionally, the role focuses on optimizing operational processes, enhancing workplace experience, and supporting business growth through effective space planning, infrastructure management, and project execution.
We'll trust you to:
Administration & Facility Management
Manage day-to-day office administration and facility operations.
Ensure the smooth functioning of office infrastructure, utilities, and workplace services.
Monitor housekeeping, security, pantry, transport, and maintenance services.
Conduct regular facility inspections and ensure timely closure of operational issues.
Manage office space planning, seating arrangements, and workplace optimization.
Vendor & Contract Management
Identify, onboard, and manage vendors for facility and administrative services.
Negotiate contracts, pricing, and service-level agreements (SLAs).
Track vendor performance and ensure compliance with contractual obligations.
Process vendor invoices and coordinate timely payments.
Space & Project Management
Manage office space planning, utilization, and optimization to support business growth and operational requirements.
Coordinate seating allocations, workplace moves, expansions, and departmental relocations.
Coordinate office infrastructure, renovation, relocation, and workplace improvement projects.
Manage project timelines, budgets, resources, and stakeholder communications.
Coordinate with internal teams, contractors, consultants, and vendors to ensure successful project execution.
Track project progress, identify risks, and implement mitigation plans.
Support office expansion, fit-out, and facility enhancement initiatives from planning through completion.
Government Liaison & Compliance
Liaise with multiple government departments and regulatory authorities for statutory approvals, licenses, and compliance requirements.
Coordinate with local municipal authorities, labor departments, fire authorities, pollution control boards, and other regulatory agencies as required.
Support audits, inspections, and compliance documentation.
Maintain records related to statutory and regulatory requirements.
Operations & Asset Management
Maintain office asset inventory and lifecycle management.
Coordinate procurement, issuance, tracking, and disposal of assets.
Support inventory audits and asset verification activities.
Ensure proper documentation and record management.
EHS & Workplace Safety
Ensure compliance with Environmental, Health & Safety (EHS) standards.
Coordinate fire drills, emergency response activities, and safety audits.
Maintain workplace safety records and corrective action plans.
Support business continuity and emergency preparedness initiatives.
Budget & Cost Control
Assist in preparation and monitoring of administration budgets.
Track operational expenses and identify cost optimization opportunities.
Ensure adherence to approved budgets and procurement policies.
Stakeholder Management
Collaborate with HR, Finance, IT, Procurement, and business teams.
Coordinate office events, employee engagement activities, and workplace initiatives.
Provide administrative support for business expansion and office setup projects.
You'll need to have:
Required Qualifications:
Bachelor's degree in business administration or a related field.
MBA or relevant certification preferred.
Experience
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