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