Senior Operations Specialist - Administration

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.

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.

8–10 years of progressive experience in Administration, Facilities Management, Corporate Services, or Operations within a corporate environment

 

Proven experience in managing mid-to-large-scale office facilities, including end-to-end administrative operations and workplace services.

 

Strong hands-on experience in vendor management, contract negotiation, SLA management, and performance monitoring across multiple service providers.

 

Demonstrated experience in office space planning, workplace optimisation, and managing office moves, expansions, and infrastructure projects.

 

Prior experience handling office setup, renovation, fit-outs, or relocation projects with responsibility for timelines, budgets, and stakeholder coordination.

 

Mandatory experience in liaising with government and statutory bodies (e.g., municipal authorities, labor department, fire department, pollution control boards) for licenses, approvals, and compliance.

 

Working knowledge of statutory compliance, audit coordination, and documentation related to facility operations and corporate administration

 

Experience managing asset lifecycle, procurement coordination, and inventory control processes.

 

Exposure to EHS practices, workplace safety standards, fire drills, and emergency preparedness initiatives.

 

Strong stakeholder management experience, with the ability to collaborate effectively with HR, Finance, IT, Procurement, and business teams.

 

Experience in budget planning, cost tracking, and identifying operational efficiency and cost optimization opportunities.

 

Exposure to the local language.