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Manager – Office Operations & Administration / Operations Lead

United States, Glen Allen · Job Posted March 01, 2026
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Job Description

We are seeking an experienced Operations Lead to manage end-to-end office administration and facility operations while also acting as a Personal Assistant to the Vice President. The role requires strong organizational skills, confidentiality, and the ability to manage executive-level coordination along with daily office operations.

Job Responsibility

  • Oversee daily office operations to ensure a safe, efficient, and well-organized workplace
  • Manage building maintenance including electrical, plumbing, HVAC, housekeeping, and security services
  • Coordinate with facility management and landlords for repairs, inspections, and statutory compliance
  • Ensure office infrastructure, assets, and equipment are fully functional
  • Plan, procure, and manage office supplies, pantry items, and assets
  • Maintain inventory records and control costs
  • Manage logistics related to asset movement, courier services, and office relocations
  • Coordinate employee travel, accommodation, and transport when required
  • Manage petty cash, reimbursements, and expense reconciliation
  • Track expenses, maintain records, and support audits
  • Identify, onboard, and manage vendors (housekeeping, security, maintenance, catering, etc.)
  • Monitor SLAs and ensure vendor performance and compliance
  • Supervise front office, housekeeping, and support staff
  • Allocate tasks, monitor attendance and performance
  • Coordinate with HR, IT, and Finance teams for operational need
  • Act as a single point of contact for the Vice President for administrative and coordination tasks
  • Manage the Vice President’s calendar, meetings, and appointments
  • Coordinate internal and external meetings, prepare agendas, and track action items
  • Handle confidential documents, correspondence, and reports with discretion
  • Coordinate travel bookings, itineraries, and expense submissions for the Vice President
  • Follow up on assigned tasks and ensure timely closure
  • Ensure adherence to workplace safety, fire safety, and statutory regulations
  • Maintain documentation for audits, inspections, and compliance checks
  • Drive process improvements and cost-optimization initiatives

Requirements

  • Graduate in any discipline (MBA/PG in Operations or Administration preferred)
  • 4+ years of experience in office administration, operations, or executive support roles
  • Prior experience supporting senior leadership is highly desirable
  • Strong organizational, multitasking, and stakeholder management skills
  • High level of integrity and confidentiality
  • Proficient in MS Office (Excel, Word, Outlook, PowerPoint)
  • Excellent communication skills in English and regional languages
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