Office Admin

Primetrace · India

Role Summary

We are looking for a highly responsible and ownership-driven Senior Office Admin to lead the day-to-day administration and facility operations of the office. This role requires someone who can independently manage office operations, coordinate with multiple stakeholders, drive timely execution, and ensure a seamless workplace experience for employees.

Key Responsibilities

Office & Facility Management

• Take end-to-end ownership of office administration and daily operations.
• Ensure office infrastructure, workstations, meeting rooms, pantry, housekeeping, and common areas are always operational and well maintained.
• Coordinate office maintenance, repairs, electrical, internet, AC, security, and other facility requirements.
• Conduct regular office inspections and proactively resolve operational issues.

Vendor Management

• Manage relationships with housekeeping, security, internet, maintenance, travel, courier, and other service vendors.
• Negotiate pricing, monitor service quality, renew contracts, and ensure SLA adherence.
• Track vendor invoices, payments, AMCs, and documentation.

Employee Experience & Administration

• Ensure seamless onboarding readiness, including workspace, access cards, seating, and office requirements.
• Support office events, employee engagement activities, celebrations, and internal logistics.
• Handle travel bookings, accommodation, courier management, and other administrative support.

Process & Compliance

• Develop and improve office administration processes and SOPs.
• Maintain all administrative records, licenses, vendor documents, and compliance-related documentation.
• Ensure workplace safety, cleanliness, and adherence to company standards.

Ownership & Coordination

• Act as the single point of contact for office administration and facilities.
• Coordinate with HR, IT, Finance, and other teams to ensure smooth execution of administrative requirements.
• Track all pending tasks, follow up with stakeholders, and ensure timely closure.
• Identify operational gaps and implement process improvements to enhance efficiency and employee experience.

Requirements

• 2-3 years of experience in Office Administration, Facilities, or Workplace Operations.
• Strong experience managing vendors, facilities, and office infrastructure.
• Good understanding of procurement, inventory, and office budgeting.
• Excellent coordination, negotiation, and stakeholder management skills.
• Strong proficiency in MS Excel/Google Sheets and administrative documentation.
• Ability to manage multiple priorities independently in a fast-paced environment.

What We're Looking For

• Strong ownership mindset with a "problem solved" approach.
• Excellent follow-up and execution skills.
• High attention to detail and operational discipline.
• Ability to anticipate issues before they impact employees.
• Comfortable handling multiple stakeholders and vendors simultaneously.
• Someone who takes complete accountability for office administration and continuously drives operational excellence.