Senior Executive – Office Administration

About the Role

We are looking for a proactive and highly organized Senior Executive – Office Administration to oversee the day-to-day administration of our Chennai office. The ideal candidate will ensure a seamless workplace experience by managing office facilities, employee transportation, food services, travel arrangements, and vendor operations. This role is best suited for someone who has worked in a fast-paced IT/SaaS organization and enjoys creating an efficient, employee-friendly workplace.

Shift Timings: 06:00 PM -03:00 AM ( IST)

Key Responsibilities

Office Administration

• Ensure smooth day-to-day functioning of the office and maintain a safe, clean, and productive work environment
• Manage office infrastructure, seating arrangements, meeting rooms, and common areas
• Coordinate office maintenance, repairs, housekeeping, security, and facility management
• Maintain inventories, stationery, and consumables.

Food & Pantry Management

• Manage pantry routine snacks and food vendors (Lunch and Dinner)
• Coordinate daily meal arrangements and ensure quality, hygiene, and timely delivery.
• Gather employee feedback and continuously improve food services.
• Track monthly food expenses and vendor invoices

Employee Transportation

• Manage employee cab operations, including daily scheduling and vendor coordination
• Ensure timely transportation for employees working late shifts or business-critical schedules.
• Handle transportation escalations and optimize cab utilization and costs.
• Monitor transportation vendor performance and SLAs.

Travel Management

• Coordinate domestic and international travel bookings, including flights, hotels, visas (where applicable), and local transportation.
• Ensure adherence to company travel policies.
• Support employees with travel-related queries and emergency travel requirements.
• Maintain travel records and process related invoice.

Vendor & Facility Management

• Manage relationships with facility, housekeeping, security, travel, food, and transportation vendors.
• Negotiate commercial terms and ensure service quality.
• Review vendor contracts, renewals, and service-level compliance.
• Process invoices and coordinate with Finance for timely payments.

Compliance & Administration

• Ensure statutory and safety compliance related to office administration.
• Support office audits and maintain administration documentation.
• Prepare monthly administration reports, budgets, and expense tracking.
• Drive cost optimization initiatives without compromising employee experience.

Preferred Qualifications

• Bachelor's degree in Business Administration, Commerce, Hospitality, or a related dis
• 3–5 years of experience in Office Administration, Facilities, or Workplace Operations.
• Prior experience in an IT Services, Software Product, or SaaS organization is highly preferred.
• Experience managing food services, transportation, office facilities, and corporate travel.
• Strong vendor management and negotiation skills.
• Good knowledge of MS Office (Excel, Word, PowerPoint) and office management tools.
• Working experience in any fleet management software, preferably in routematic.
• Excellent communication, coordination, and stakeholder management skills.
• Ability to multitask and work effectively in a fast-paced environment.

Preferred Candidate Profile

• Experience working in a growing SaaS or technology company.
• Strong ownership mindset with excellent problem-solving abilities.
• Detail-oriented and process-driven.
• Able to handle multiple priorities while maintaining high service standards.
• Customer-focused with a passion for creating a great employee workplace experience.

Culture and Benefits:

• Work-Life Synergy: Discover the perfect equilibrium between work and life, supported by our culture.
• Dynamic Team: Join an exceptional team of brilliant and encouraging individuals who amplify your potential.
• Flexible hours: Enjoy the freedom to tailor your office hours to maximize productivity.
• Wellness Empowerment: Access insurance benefits to support your well-being
• Cross-functional: Embrace diverse responsibilities and explore multiple roles.
• Learning Playground: Engage in a rich training program with ample growth opportunities.
• Competitive Rewards: Your hard work translates into an attractive compensation package that recognizes your value.
• Effort Meets Recognition: While we may challenge you, rest assured that your dedication will be richly acknowledged.

ABOUT ZUPER

Zuper is the most flexible and customizable field service management platform for Field and Remote workforce management. Zuper provides industry-leading integration capabilities and is suitable for use in an on-demand work environment. Built for a global audience and available in 10 languages, Zuper allows you to manage your workforce remotely from any part of the globe. Offering best-in-class integrations with easy-to-deploy, no-code applications providing cost-effective service.

Zuper’s is aimed at emerging as the preferred field service management solution globally. We are already the choice for emerging market leaders in North America like IKEA, Vodafone, Sail Internet, and more. Zuper’s customers around the world want to offer good service to their customers, and that is what we offer. A testament to this is our existing customers, who execute around 10 million jobs and process over $20M in payments annually.

It's not just our customers who speak for us; our marquee investors, including Sequoia Capital, FUSE Ventures, HubSpot Ventures, and Prime Venture Partners, have invested in Zuper and helped us raise $21M in funding.

Headquartered in sunny Seattle, USA, we also have a dedicated team based in Chennai. Zuper has consistently earned the G2 high-performer rating, and we are a great place to work, don’t take our word for it; we are officially certified as “A Great Place to Work”. So what are you waiting for? Come aboard and be a part of our friendly, committed, efficient, customer-obsessed team of Zuperheroes.