Operations Support Associate

Description

Role Summary

We are looking for a proactive, detail-oriented, and highly organized Operations Support Associate to drive workplace operations and employee experience initiatives for our Bengaluru office. This role will be responsible for managing office operations, facilities, onboarding and offboarding processes, asset management, vendor and procurement activities, courier and logistics operations, employee engagement events, CSR initiatives, timesheet and expense management, and workplace projects. The ideal candidate will serve as a key operational partner, ensuring seamless day-to-day operations while contributing to continuous improvement and employee experience initiatives.

Key Responsibilities

Workplace Operations & Facilities

• Manage end-to-end Bengaluru office operations and workplace services.
• Coordinate with building management, security, housekeeping, maintenance, facility vendors and ensure workplace readiness.
• Drive workplace improvements and operational excellence initiatives.

Employee Onboarding & Offboarding

• Coordinate onboarding activities including workspace readiness, NHO kit, asset allocation, access management, parking management and employee support.
• Conduct NHO session for new joiners.
• Manage employee exit processes and ensure timely recovery of company assets.
• Partner with HR and IT teams to ensure smooth onboarding and offboarding experiences.

Asset & Inventory Management

• Maintain office and asset inventories and lifecycle records.
• Track asset allocation, returns, audits, and compliance requirements.
• Support asset procurement, repairs, replacements, and disposal processes.

Petty Cash Management

• Manage office petty cash, including fund utilization, reconciliation, expense tracking, and record maintenance.
• Ensure timely submission of supporting bills, receipts, and documentation in compliance with company policies to Finance team.
• Prepare petty cash reports and coordinate with Finance for replenishment and audits.
• Maintain accurate records of office operational expenses and cash transactions.

Procurement, Vendor & Expense Management

• Coordinate procurement activities, vendor relationships, purchase requests, and invoice tracking.
• Support budget tracking, expense management, and operational cost controls.
• Maintain strong vendor partnerships and service-level performance.

Stationery & Office Supplies Management

• Manage office stationery, supplies, and consumables inventory to ensure uninterrupted business operations.
• Monitor stock levels, maintain inventory records, and coordinate timely replenishment with vendors.
• Track utilization, control costs, and maintain supply distribution records.
• Conduct periodic inventory audits and ensure availability of essential office supplies.
• Coordinate procurement, storage, and distribution of office supplies across the workplace.

Courier & Logistics Management

• Manage inbound and outbound courier services and shipment tracking.
• Prepare supportive documents such as e-way bills, delivery challans, MRN etc.
• Coordinate movement of company assets, onboarding kits, documents, and office supplies.
• Maintain courier records and ensure timely and secure deliveries.

Attendance Management & RTO Compliance

• Support company Return-to-Office (RTO) initiatives by maintaining accurate employee attendance records and tracking office presence.
• Prepare and publish weekly and monthly attendance reports for leadership and key stakeholders.
• Coordinate with managers, HR, and business stakeholders to ensure attendance requirements are effectively communicated and executed.
• Maintain and update attendance databases by adding, removing, and modifying employee records as required.
• Monitor attendance data accuracy, investigate discrepancies, and ensure timely resolution.
• Maintain attendance dashboards, reports, and supporting documentation to enable data-driven decision-making.

Group Insurance Management

• Manage Group Health, Life, and Accident Insurance programs for employees.
• Prepare monthly employee add/delete/correction data and ensure policy records remain accurate and up to date.
• Coordinate with insurance partners for enrolments, updates, claims support, and policy administration.
• Assist employees with insurance-related queries, claim processes, and medical assistance requirements.
• Track policy renewals and coordinate timely renewals at negotiated rates and agreed coverage terms.
• Maintain insurance databases, documentation, reports, and compliance records.

Employee Experience & Engagement

• Support planning and execution of employee engagement activities, cultural initiatives, wellness programs, and annual events.

• Experience managing employee gifting programs, reward vouchers, recognition initiatives, inventory records, and distribution tracking.
• Strong record management and database maintenance skills with a focus on accuracy, compliance, and reporting.

• Assist with company-wide events, employee recognition initiatives, and community-building programs.
• Coordinate event logistics, communication, vendor management, and execution support.

CSR & Workplace Projects

• Support planning and execution of CSR initiatives and volunteer programs.
• Coordinate workplace extension, branding, office enhancement, and special projects.
• Track project timelines, deliverables, budgets, and stakeholder communications.

Timesheet & Project Expense Management

• Support timesheet compliance and reporting for assigned teams.
• Track and manage project-related expenses using company tools and systems.
• Coordinate with employees, managers, Finance, and project stakeholders to ensure timely timesheet submission and expense reconciliation.
• Support project accounting activities and ensure compliance with company policies.

Reporting & Process Excellence

• Maintain operational dashboards, trackers, and documentation.
• Develop, maintain, and continuously improve SOPs and operational processes.
• Support audits, compliance reviews, and reporting requirements.
• Identify process improvement opportunities and implement operational best practices.

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Preferred Skills & Experience

• 4-6 years of experience in Office Operations, Facilities Management, Administration, Workplace Experience, or Employee Experience functions.
• Proven experience managing workplace operations independently in a corporate environment.
• Familiarity with project accounting, timesheet management, expense tracking, and budget administration.
• Experience working with global stakeholders and cross-functional teams across multiple locations.
• Ability to effectively manage multiple priorities, projects, and deadlines in a fast-paced environment.
• Strong attention to detail with a focus on accuracy, compliance, and operational excellence.
• Excellent problem-solving and analytical skills with the ability to identify issues and drive practical solutions.
• Experience providing administrative, operational, and project coordination support to business teams and leadership.
• Experience managing courier operations, shipment tracking, logistics coordination, and vendor management.
• Ability to create, maintain, follow, and continuously improve SOPs, operational processes, and documentation.
• Strong stakeholder management, communication, and vendor management skills.
• Proficiency in Microsoft 365 applications, Excel, PowerPoint, and reporting tools.
• Self-driven, highly organized, and demonstrates a strong sense of ownership, accountability, and customer-service orientation.

Preferred Exposure

Candidates with experience in the following areas will be highly preferred:

• Office Operations & Facilities Management
• Employee Onboarding & Offboarding
• Asset Management & Recovery
• Attendance Management
• Petty Cash Management, Procurement & Vendor Management
• Courier & Logistics Management
• Employee Engagement & Cultural Programs
• CSR Initiative Coordination
• Office Projects & Workplace Branding
• Process Improvement & Operational Excellence
• Reporting, Metrics Tracking & Documentation Management