Office Operations Executive

ValueMentor; Ernakulam; On-site; INR 6,00,000 - 10,00,000; Full time

Job summary

A management consultancy firm is seeking an Operations Executive with 2+ years of experience in India to enhance daily operations. Responsibilities include managing travel arrangements and visa processes, vendor coordination, and ensuring compliance with regulatory frameworks in India, UAE, and KSA. The ideal candidate should be process-oriented, budget-conscious, and ready to travel as needed. Strong skills in MS Excel are required for this role.

Qualifications

• Minimum 2 years of experience in operations management.
• Proven ability to manage end-to-end travel bookings and visa processes.
• Experience in sourcing and managing vendors.

Responsibilities

• Monitor regulatory changes to ensure compliance.
• Manage travel arrangements for employees.
• Oversee visa processing and documentation.
• Maintain company documentation for audit readiness.
• Create and update process documentation and SOPs.
• Track recurring tasks and compliance deadlines.
• Manage insurance policies and claims.
• Handle vendor management and performance coordination.
• Provide cross-functional operational support.

Skills

Travel & Visa Management Expertise

Vendor & Procurement Handling

Regulatory & Compliance Awareness

Advanced Excel & Documentation Management

Field Coordination & Travel Readiness

Tools

MS Excel

Job description

Job Summary

We are looking for a proactive and detail-oriented Operations Executive with a minimum of 2 years of experience to support and streamline daily business operations across India, UAE, and KSA. This role requires a strong focus on travel and visa management, vendor coordination, procurement, and internal operational process documentation & management. The ideal candidate should be process-driven, budget-conscious, and able to multi-task across regions. Willingness to travel, liaise with vendors, and handle field-based requirements is essential.

Key Responsibilities, Deliverables / Outcomes

• Monitor and communicate regulatory changes in UAE, India, and KSA to internal stakeholders, ensuring timely compliance and minimizing business risk.
• Manage travel arrangements (flights, accommodation, itinerary) for employees to ensure cost-effective, timely, and hassle-free travel experiences.
• Oversee end-to-end visa processing and immigration documentation to guarantee smooth onboarding and international mobility without delays.
• Track and ensure adherence to all licensing and governance deadlines, avoiding penalties and maintaining operational continuity.
• Maintain and organize company documentation (physical and digital), ensuring quick retrieval, version control, and audit readiness.
• Create and update process documentation and SOPs to standardize operations and improve internal efficiency.
• Calendarize and track all recurring tasks such as renewals, filings, and compliance checks, ensuring no deadline is missed.
• Manage insurance policies, including renewals, coordination, and claims, to ensure continuous coverage and risk mitigation.
• Handle vendor management, including onboarding, documentation, renewals, and performance coordination to ensure cost-effective and reliable service delivery.
• Provide cross-functional operational and administrative support, enhancing internal coordination and day-to-day business execution.

Key Skills

Travel & Visa Management Expertise: Proven ability to manage end-to-end travel bookings and visa processes, including coordination with embassies and agents.

Vendor & Procurement Handling Experience in sourcing, onboarding, and managing vendors, including documentation, renewals, and cost-effective procurement.

Regulatory & Compliance Awareness Understanding of business licensing, regulatory timelines, and compliance in India, UAE, and KSA.

Advanced Excel & Documentation Management Strong command over MS Excel for tracking, reporting, and data handling; ability to maintain structured documentation (physical and digital).

Field Coordination & Travel Readiness Willingness and ability to travel locally/regionally for vendor coordination, documentation, and site-based operational tasks.

Key Competencies

• Accountability & Ownership
• Time & Task Management
• Proactive Communication & Stakeholder Management
• Problem Solving & Decision Making
• Adaptability