Senior Operations Specialist - Administration

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.

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.

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.

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.

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.

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.

Assist in preparation and monitoring of administration budgets.

Track operational expenses and identify cost optimization opportunities.

Ensure adherence to approved budgets and procurement policies.

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.

Bachelor's degree in business administration or a related field. 

MBA or relevant certification preferred.