Office Admin

Primetrace; Bengaluru; On-site; INR 550,000 - 850,000; Full time

Job summary

Primetrace is seeking a Senior Office Admin in Bengaluru to lead day-to-day administration and facilities operations. You will independently manage office operations, coordinate with HR, IT, and Finance, and ensure a seamless workplace experience for employees.

The role requires 2-3 years in office administration or facilities, strong vendor management, procurement savvy, and excellent stakeholder coordination. Join us to drive operational excellence and a well-organized work environment.

Qualifications

• 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.

Responsibilities

• Take end-to-end ownership of office administration and daily operations.
• Ensure office infrastructure, workstations, meeting rooms, pantry, housekeeping, and common areas are 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.
• 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.
• 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.
• 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.

Skills

Office Administration

Vendor Management

Procurement

MS Excel

Stakeholder Management

Education

Bachelor's degree preferred

Tools

MS Excel

Job description

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.
• 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.