Workplace Operations Manager

We at Pivot Path are looking for a Workplace operations manager to handle the administration operations. Pls find the JD below.

Role Purpose

The Workplace operations Manager serves as the primary point of contact (SPOC) for all employee administration and workplace-related requirements. The role is responsible for coordinating with internal functions and external vendors to ensure timely resolution of employee requests while delivering a seamless workplace experience.

In addition, the role provides executive support through calendar management, travel coordination, expense administration, invoice processing, budget tracking, and operational reporting. This position requires strong organizational skills, stakeholder management, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Employee Administration & Workplace Support

• Act as the single point of contact (SPOC) for all employee administration and workplace-related requests.
• Coordinate with relevant internal teams (Facilities, IT, HR, Security, Procurement, Finance, Travel Desk, etc.) to ensure timely closure of employee requests.
• Monitor and track service requests, escalations, and issue resolution.
• Facilitate onboarding and offboarding administrative activities.
• Manage office access, workspace allocation, visitor management, and employee support services.
• Coordinate office events, employee engagement activities, and workplace initiatives.
• Maintain relationships with office vendors and service providers.

Executive Assistant Support

• Manage complex calendars, scheduling, and meeting coordination for senior leaders.
• Organize domestic and international travel arrangements, including flights, accommodation, visas, and itineraries.
• Coordinate leadership meetings, town halls, reviews, and executive events.
• Prepare meeting agendas, action trackers, and follow-up communications.
• Manage confidential information with the highest level of discretion.

Financial Administration & Cost Management

• Process vendor invoices and ensure timely approvals and payments.
• Manage expense claims, reimbursements, and travel-related expenses.
• Track administrative and operational budgets.
• Monitor expenditure against budget and identify cost optimization opportunities.
• Prepare monthly reports on expenses, costs, invoices, and budget utilization.
• Coordinate with Finance and Procurement teams on purchase orders, contracts, and vendor payments.

Reporting & Operational Excellence

• Develop and maintain dashboards and reports on workplace operations and administrative services.
• Analyze spending trends and provide recommendations for efficiency improvements.
• Track SLAs and service performance metrics across administrative processes.
• Drive continuous improvement initiatives to enhance employee experience and operational effectiveness.

Key Stakeholders

• Employees across the organization
• Senior Leadership Team
• Human Resources
• Finance
• Procurement
• Facilities & Workplace Services
• IT Support
• Travel Management Providers
• External Vendors and Service Partners

Qualifications & Experience

Required

• Bachelor's degree in Business Administration, Operations, Management, or related field.
• 8+ years of experience in Office Administration, Executive Assistant, Workplace Operations, or Business Support roles.
• Experience supporting senior executives and managing stakeholder relationships.
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).

Preferred

• Experience in budget management and cost analysis.
• Experience with vendor management and workplace services.
• Knowledge of procurement and invoice management processes.
• Experience working in a multinational or matrix organization.

Key Competencies

• Stakeholder Management
• Executive Presence
• Communication Skills
• Planning & Organization
• Attention to Detail
• Financial Acumen
• Problem Solving
• Confidentiality & Professionalism
• Service Orientation
• Project Coordination

Success Metrics

• Employee satisfaction with administrative services.
• Timely resolution of employee administrative requests.
• Calendar and travel management effectiveness.
• Invoice and expense processing accuracy.
• Budget adherence and cost optimization.
• Vendor performance and SLA compliance.
• Leadership satisfaction with executive support.
• Maintain high level of integrity and confidentiality