Office Operations Specialist

About the role

The Office Operations Specialist supports the smooth functioning of the workplace, ensuring a safe, efficient and collaborative environment. Working closely with the Office Manager, this role handles daily office operations, facility oversight, vendor coordination and employee services, and may act as Office Manager when required.

Key responsibilities

• Support daily office operations, space planning, seating allocation and meeting‑room coordination.
• Oversee maintenance, office assets, equipment, pantry supplies and utilities.
• Coordinate courier services, mail distribution and document handling.
• Assist with company events, meetings, workshops, town‑halls and other office functions.
• Maintain administrative records, inventories and digital filing systems.
• Support contract negotiation, purchasing, invoice processing and vendor management.
• Liaise with suppliers for cleaning, facilities, office supplies and IT support, tracking service levels and cost efficiency.
• Provide front‑desk support, respond to employee queries and assist with onboarding/off‑boarding logistics.
• Ensure compliance with corporate policies, local regulations, emergency response planning and HSE awareness.
• Serve as acting Office Manager when needed and support cross‑office collaboration initiatives.

Required profile

• Bachelor’s degree in Business Administration, Facilities Management, Safety Management or a related field.
• Minimum 3 years of experience in office administration, facilities or operations.
• Valid safety‑related certifications, such as Fire Safety.

Required skills