Senior Office Admin

So, what’s the role all about?

We’re looking for a passionate and driven Workplace / Office Admin to join our team and help elevate employee experience across our Pune and Mumbai offices.

If you thrive in a fast-paced environment, enjoy managing diverse workplace functions, and love creating seamless office experiences — this role is for you.

The position will oversee key services including housekeeping, cafeteria & pantry operations, hospitality, space management, vendor coordination, and workplace services, while collaborating with cross-functional teams and driving continuous improvement initiatives.

How will you make an impact?  

• Manage daily office operations across Pune and Mumbai locations, ensuring a safe, efficient, and well-maintained workplace
• Ensure compliance with safety, hygiene, and regulatory requirements
• Oversee end-to-end housekeeping operations across both locations, ensuring adherence to global cleanliness and hygiene standards
• Manage housekeeping vendors, including staff deployment, shift planning, and performance monitoring
• Define and implement cleaning schedules (daily, weekly, periodic deep cleaning) across workstations, meeting rooms, restrooms, pest control, pantry, and common areas
• Conduct regular quality audits and inspections to ensure service standards are consistently met
• Ensure availability and control of housekeeping consumables and supplies (cleaning materials, washroom supplies, etc.)
• Monitor restroom hygiene standards and ensure zero-defect maintenance practices
• Drive waste management practices, including segregation, recycling, and sustainability initiatives
• Address and resolve housekeeping-related issues raised via the ticketing system within defined SLAs
• Continuously improve processes to enhance employee satisfaction and workplace experience
• Manage cafeteria and pantry operations, including vendor performance, food quality, and service standards
• Oversee pantry services and stock management (consumables, beverages, supplies) ensuring optimal availability and cost control
• Work closely with the internal Food Committee to gather feedback and enhance employee satisfaction
• Conduct regular kitchen audits to ensure hygiene, food safety, and compliance
• Monitor consumption trends and drive cost optimization and waste reduction
• Support and coordinate in-house and external organizational events across locations, including leadership visits and employee engagement initiatives
• Drive initiatives to enhance overall employee experience within the workplace
• Ensure hospitality standards aligned with global workplace expectations
• Support seating allocation, occupancy tracking, and space utilization across offices
• Coordinate workspace changes in line with business requirements
• Maintain accurate space data and reporting
• Own the end-to-end business card process across Pune and Mumbai offices
• Coordinate with employees and vendors for all request
• Ensure adherence to brand guidelines, design standards, and approval workflows
• Maintain accurate records of requests and inventory
• Optimize ordering cycles to ensure cost efficiency and timely delivery
• Manage service vendors (housekeeping, cafeteria, etc.) across Pune and Mumbai
• Track performance against SLAs/KPIs and drive service improvements
• Support vendor onboarding, RFP processes, and cost optimization initiatives
• Manage multiple vendors (housekeeping, cafeteria, maintenance, etc.)
• Track vendor performance, service quality, contracts, and renewals
• Coordinate with vendors on scope delivery, SLAs, and issue resolution
• Manage end-to-end vendor payment process, including invoice validation, GRN/service confirmation, and submission to Finance
• Ensure timely processing of vendor payments in line with agreed payment terms
• Track outstanding invoices and follow up to avoid service disruptions
• Maintain proper documentation for audits and compliance
• Support budget planning, cost tracking, and monthly financial reporting
• Identify opportunities for cost optimization and efficiency improvements
• Manage and track workplace-related requests through the ticketing system
• Ensure timely resolution of employee requests and adherence to SLAs
• Analyze ticket trends to identify recurring issues and implement improvements
• Support annual budgeting and financial planning for workplace operations
• Track and manage operational expenses, ensuring alignment with approved budgets
• Identify opportunities for cost optimization and efficiency improvements
• Provide regular budget reports and insights

Have you got what it takes?

• Work closely with HR, Finance, IT, and other departments to support workplace initiatives
• Coordinate on employee experience programs, budgeting, audits, and operational requirements
• Act as a key point of contact for internal stakeholders across both locations
• Prepare presentations and reports for leadership (PPT, dashboards)
• Leverage AI tools and data insights to improve efficiency and reporting
• Track key metrics such as employee satisfaction, service quality, and budget adherence

You will have an advantage if you also have:

• Graduate in any discipline (Hospitality / Facilities / Administration preferred)
• Experience in facilities/workplace operations within large MNCs
• Proven ability to manage multi-location office operations
• Strong vendor management and stakeholder engagement skills
• Proficiency in Microsoft PowerPoint, Excel, and reporting tools
• Familiarity with AI tools (e.g., CoPilot, ChatGPT, automation/reporting tools)
• Strong communication, problem-solving, and organizational skills
• Ability to operate effectively in a fast-paced, cross-functional environment

What’s in it for you?

Join an ever-growing, market disrupting, global company where the teams – comprised of the best of the best – work in a fast-paced, collaborative, and creative environment! As the market leader, every day at NiCE is a chance to learn and grow, and there are endless internal career opportunities across multiple roles, disciplines, domains, and locations. If you are passionate, innovative, and excited to constantly raise the bar, you may just be our next NiCEr!

 Enjoy NiCE-FLEX!

At NiCE, we work according to the NiCE-FLEX hybrid model, which enables maximum flexibility: 2 days working from the office and 3 days of remote work, each week. Naturally, office days focus on face-to-face meetings, where teamwork and collaborative thinking generate innovation, new ideas, and a vibrant, interactive atmosphere.

Requisition ID: 10605
Reporting into: Manager
Role Type: Individual Contributor