Senior Office Administrator

Role Overview

We are looking for a highly reliable and execution-focused Admin Lead to oversee workplace operations and ensure a seamless office experience in a fast-growing B2B SaaS organization (250 employees).

The Admin Lead will be responsible for ensuring consistent workplace reliability, strong network performance, high hygiene standards, and operational efficiency across offices in multiple geographies, both within India and internationally. This role plays a critical part in enabling employees to work without disruptions related to infrastructure, facilities, or workplace services.

The role requires strong operational discipline, hands-on ownership, and the ability to build structured systems while leveraging technology and AI-driven solutions to improve efficiency.

Minimum experience required: 4+ in administration, facilities management, or workplace operations roles.

Key Responsibilities

1. Facilities & Infrastructure Management

• Ensure smooth functioning of power, HVAC systems, lighting, access control systems, and overall workplace infrastructure
• Maintain high standards of infrastructure reliability and employee comfort
• Drive preventive maintenance for electrical, HVAC, plumbing, and safety systems
• Ensure redundancy planning for critical infrastructure failures
• Support administration of offices across multiple geographies, ensuring consistency in standards

2. Network & Workplace Technology Coordination

• Ensure reliable Wi-Fi connectivity and strong network performance across office spaces
• Work closely with IT teams and vendors to proactively resolve connectivity and coverage issues
• Support network redundancy and failover planning to minimize downtime
• Align workplace infrastructure with IT, InfoSec, and compliance requirements

3. Workplace Environment & Hygiene

• Maintain high standards of cleanliness and hygiene across workspaces, meeting rooms, common areas, and cafeterias
• Ensure restrooms are consistently well-maintained, accessible, and hygienic
• Conduct periodic inspections and drive accountability with housekeeping vendors

4. Vendor & Service Management

• Manage vendors across housekeeping, security, maintenance, internet services, utilities, and office supplies
• Define, monitor, and improve vendor service levels and performance standards
• Build strong vendor relationships while ensuring accountability and service reliability
• Maintain backup vendor options for critical services

5. Legal, Contracts & Asset Management

• Work closely with the Legal team to manage and renew vendor contracts, lease agreements, and service agreements
• Maintain a structured repository of all active agreements with clear renewal tracking
• Oversee asset lifecycle management, including tracking, maintenance, and upkeep of office assets

6. Travel Desk Management

• Own and manage an efficient, employee-friendly travel desk
• Handle end-to-end travel including flights, accommodation, cabs, and logistics
• Manage accommodation arrangements (hotels, extended stays, alternate options)
• Establish vendor partnerships and cost-effective booking practices
• Define travel policies, approval workflows, and turnaround standards
• Ensure responsiveness during last-minute changes and travel disruptions

7. Preventive Maintenance & Risk Management

• Implement structured preventive maintenance programs
• Identify operational risks and drive mitigation plans
• Maintain incident logs and track facility performance metrics

8. Office Operations & Employee Support

• Ensure meeting rooms and workspaces are fully functional and ready for use
• Address employee workplace concerns promptly and effectively
• Support logistics for leadership visits, meetings, and office activities

9. Events Management

• Plan and execute team-level and organizational events (offsites, town halls, celebrations)
• Coordinate vendors, venues, budgets, and logistics to ensure seamless execution

10. Audit Support

• Support internal and external audits related to administration, facilities, assets, and vendors
• Maintain audit-ready documentation, SOPs, and compliance records

11. AI & Technology-Driven Efficiency

• Leverage AI tools and LLMs to improve operational efficiency and reduce manual effort
• Identify repetitive administrative tasks and automate or streamline workflows
• Drive adoption of technology-enabled solutions across admin functions
• Continuously explore tools that improve productivity and operational visibility

12. Process Discipline & Continuous Improvement

• Build and maintain SOPs for all administrative operations
• Track key performance metrics through dashboards and reports
• Drive continuous improvements in reliability, efficiency, and workplace experience

Skills and Qualifications

Experience

• 4+ of relevant experience in Administration, Facilities Management, or Workplace Operations
• Experience in B2B SaaS or technology-driven environments is preferred
• Exposure to multi-location or multi-geography operations is a strong advantage
• Experience working with or as a service provider/vendor partner is a plus

Education

• Bachelor's degree in Business Administration, Operations Management, or related discipline

Skills

• Strong vendor management and stakeholder coordination
• Facilities and infrastructure management expertise
• Network coordination (Wi-Fi reliability and issue resolution)
• Contract and asset lifecycle management
• Travel desk and accommodation management
• Events planning and execution
• Problem-solving and troubleshooting
• Familiarity with AI tools for operational efficiency
• Strong organizational and communication skills