Administrative Services Manager

Nebius; United States; On-site; USD 113,000 - 141,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Parental leave

Remote work reimbursement

Disability & life insurance

Job summary

Nebius is seeking an experienced Administrative Services Manager to oversee day-to-day business and workplace operations at our Oklahoma Data Center. You will ensure administrative services, vendor management, procurement, access coordination, and site support run smoothly to enable engineering and logistics teams to focus on AI infrastructure.

This on-site role partners with Data Center leadership, Security, IT, HR, and facilities teams, and requires building scalable operational processes and

Qualifications

• 5+ years of experience in office management, workplace operations, administrative services, facilities coordination, site operations, or business operations.
• Experience supporting fast-paced operations within technology, logistics, data centers, or mission-critical environments.
• Experience managing vendors, procurement activities, and third-party service providers.
• Experience coordinating workplace expansions, office improvements, renovations, or facility-related projects.
• Experience managing budgets, purchase orders, invoices, and operational reporting.
• Demonstrated ability to develop SOPs, documentation, policies, and scalable operational processes with minimal direction.
• Strong project coordination, organizational, and multitasking skills.
• Excellent customer service, communication, and relationship-building abilities.
• Ability to work onsite Monday through Friday and occasionally outside hours.
• Strong written and verbal English communication skills.

Responsibilities

• Serve as the primary administrative and workplace operations lead for the Oklahoma Data Center.
• Manage day-to-day site operations and ensure the workplace remains organized, stocked, operational, and ready to support employees and visitors.
• Act as the primary liaison with building management for facility requests, shared services, space planning, and operational issues.
• Coordinate office layouts, workspace assignments, meeting rooms, common areas, furnishings, equipment, break areas, and workplace amenities.
• Support office expansions, renovations, workplace improvements, and facility-related projects.
• Manage procurement of office supplies, workplace equipment, PPE, and other non-technical operational materials.
• Establish and maintain relationships with vendors, contractors, and third-party service providers.
• Coordinate shipping, courier services, catering, cleaning, waste management, maintenance, and other workplace services.
• Process purchase requests, purchase orders, invoices, expenses, and vendor documentation in accordance with procurement policies.
• Monitor vendor performance, service quality, contracts, and deliverables.
• Coordinate employee, contractor, and visitor access, including badges, onboarding, and physical access administration.
• Partner with Security and building management on visitor procedures, after-hours access, deliveries, emergency preparedness, and safety initiatives.
• Develop, document, and continuously improve SOPs, workplace policies, and administrative processes.
• Coordinate onboarding and offboarding logistics with HR and IT, including workspace setup, equipment requests, welcome materials, and employee resources.
• Support executive visits, customer meetings, audits, training events, and company initiatives through planning and logistical execution.
• Partner with Logistics on incoming deliveries, storage requirements, and operational support activities.
• Track operational expenses, vendor performance, workplace metrics, and administrative reporting.
• Identify opportunities to improve employee experience, operational efficiency, and administrative processes as the organization scales.
• Balance multiple competing priorities and respond quickly to urgent operational needs.

Skills

Office management

Workplace operations

Administrative services

Facilities coordination

Site operations

Business operations

Tools

Microsoft Office

Excel

Word

Outlook

PowerPoint

Job description

About Nebius:

Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure.

Built by engineers, for engineers. From large-scale GPU orchestration to inference optimization, we own the hard problems across compute, storage, networking and applied AI.

Listed on Nasdaq (NBIS) and headquartered in Amsterdam, we have a global footprint with R&D hubs across Europe, the UK, North America and Israel. Our team of 1,500+ includes hundreds of engineers with deep expertise across hardware, software and AI R&D.

The role

Nebius is looking for an experienced Administrative Services Manager to oversee the day-to-day business and workplace operations of our Oklahoma Data Center.

This role will serve as the operational backbone of the site, ensuring administrative services, workplace operations, vendor management, procurement, physical access coordination, and site support functions operate smoothly while enabling our engineering and logistics teams to focus on building and operating world-class AI infrastructure.

You will partner closely with Data Center leadership, Logistics, Procurement, Security, IT, Workplace Services, building management, and external vendors to establish scalable operational processes and support the continued growth of the facility.

This is a highly autonomous, hands-on role for someone who enjoys building structure in a fast-paced, rapidly scaling environment. Although you will support a mission-critical data center, this position is focused on business operations and workplace services rather than technical infrastructure management.

This role is based on-site in Oklahoma, Monday through Friday

Your responsibilities will include:

• Serve as the primary administrative and workplace operations lead for the Oklahoma Data Center.


• Manage day-to-day site operations and ensure the workplace remains organized, stocked, operational, and ready to support employees and visitors.


• Act as the primary liaison with building management for facility requests, shared services, space planning, and operational issues.


• Coordinate office layouts, workspace assignments, meeting rooms, common areas, furnishings, equipment, break areas, and workplace amenities.


• Support office expansions, renovations, workplace improvements, and facility-related projects.


• Manage procurement of office supplies, workplace equipment, PPE, and other non-technical operational materials.


• Establish and maintain relationships with vendors, contractors, and third-party service providers.


• Coordinate shipping, courier services, catering, cleaning, waste management, maintenance, and other workplace services.


• Process purchase requests, purchase orders, invoices, expenses, and vendor documentation in accordance with procurement policies.


• Monitor vendor performance, service quality, contracts, and deliverables.


• Coordinate employee, contractor, and visitor access, including badges, onboarding, and physical access administration.


• Partner with Security and building management on visitor procedures, after-hours access, deliveries, emergency preparedness, and safety initiatives.


• Develop, document, and continuously improve SOPs, workplace policies, and administrative processes.


• Coordinate onboarding and offboarding logistics with HR and IT, including workspace setup, equipment requests, welcome materials, and employee resources.


• Support executive visits, customer meetings, audits, training events, and company initiatives through planning and logistical execution.


• Partner with Logistics on incoming deliveries, storage requirements, and operational support activities.


• Track operational expenses, vendor performance, workplace metrics, and administrative reporting.


• Identify opportunities to improve employee experience, operational efficiency, and administrative processes as the organization scales.


• Balance multiple competing priorities and respond quickly to urgent operational needs.

We expect you to have:

• 5+ years of experience in office management, workplace operations, administrative services, facilities coordination, site operations, or business operations.


• Experience supporting fast-paced operations within technology, logistics, manufacturing, data centers, industrial environments, or other mission-critical organizations.


• Experience managing vendors, contractors, procurement activities, and third-party service providers.


• Experience coordinating workplace expansions, office improvements, renovations, or facility-related projects.


• Experience managing budgets, purchase orders, invoices, expense tracking, and operational reporting.


• Demonstrated ability to develop SOPs, documentation, policies, and scalable operational processes with minimal direction.


• Strong project coordination, organizational, and multitasking skills.


• Excellent customer service, communication, and relationship-building abilities.


• Professional presence and experience interacting with executives, customers, vendors, employees, and cross-functional stakeholders.


• Advanced proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.


• Demonstrated ability to work independently, prioritize competing demands, and maintain a high level of ownership and accountability.


• Ability to work onsite Monday through Friday and occasionally support business needs outside standard working hours.


• Strong written and verbal English communication skills.

It will be an added bonus if you have:

• Experience supporting data center, cloud infrastructure, critical facilities, industrial, or other mission-critical operations.


• Experience working within a startup, high-growth, or rapidly scaling organization.


• Familiarity with Microsoft Teams, Slack, Jira, Confluence, or workplace management platforms.


• Experience with physical security, visitor management systems, workplace safety programs, or access-control processes.


• Event planning, executive support, or corporate hospitality experience.


• Knowledge of procurement systems, ERP platforms, or facilities management software.


• Experience supporting compliance initiatives or operational audits.


• Experience establishing workplace operations or administrative processes for a new or rapidly expanding site.

Key employee benefits in the US:

• Health insurance: 100% company-paid medical, dental, and vision coverage for employees and families.


• 401(k) plan: Up to 4% company match with immediate vesting.


• Parental leave: 20 weeks paid for primary caregivers, 12 weeks for secondary caregivers.


• Remote work reimbursement: Up to $85/month for mobile and internet.


• Disability & life insurance: Company-paid short-term, long-term and life insurance coverage.

Pay Transparency

We offer competitive compensation and benefits packages. Actual compensation will be determined based on job-related factors, including experience, skills, qualifications, the level at which the candidate is hired, and geographic location, consistent with applicable law.

Base Compensation Range

$112,700 – $140,800 USD

Benefits & Perks:

• Competitive compensation


• Career growth and learning opportunities


• Flexibility and ownership


• Collaborative and innovative culture


• Opportunity to work on impactful AI projects


• International environment and talented teams

What's it like to work at Nebius:

Fast moving- Bold thinking- Constant growth- Meaningful impact- Trust and real ownership- Opportunity to shape the future of AI

Equal Opportunity Statement:

Nebius is an equal opportunity employer. We are committed to fostering an inclusive and diverse workplace and to providing equal employment opportunities in all aspects of employment. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, ancestry, age, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.

Applicants must be authorized to work in the country in which they apply and will be required to provide proof of employment eligibility as a condition of hire.

If you need accommodations during the application process, please let us know.