Office Administrator

Job description

About Quvia: Quvia is building the digital fabric between edge and cloud. Our platform uses AI and machine learning to orchestrate connectivity across satellite, terrestrial, and hybrid networks so customers can move and manage data in the world's most network constrained environments. We partner with global leaders in aviation, maritime, energy and other industries where connectivity is variable and complex, and digital services depend on reliable data movement. As companies deploy AI, automation and data-driven systems at the edge, Quvia provides the platform needed to unlock the full potential of their data and build value above the network. Quvia is a fast growing, Series A company backed by Colombia Capital ($5B+ in fund commitments. It is headquartered in the greater Miami area with offices in the UK and India. Learn more at and . Why Quvia? Founded in 2019, we are a fast-growing, Series A tech startup passionate about making connectivity experiences better for everyone. Our industry-first solutions are already addressing major challenges for companies in the travel and transportation industries–and we’re just getting started. As an early-stage company’s new hires will have the opportunity to make a significant impact on our growth trajectory. We are headquartered in the greater Miami region, with remote teams spanning the U.S., Europe and India. Quvia is backed by Columbia Capital, a respected venture capital firm founded in 1989 that has raised over $5 Bn of fund commitments. About the Role We are seeking an Office Administrator to serve as the operational backbone of our organization, taking full ownership of workplace operations, facility management, vendor ecosystems, travel logistics, and employee engagement. While this position operates primarily during standard office business hours, it carries operational responsibility for high-priority incidents. It requires on-call availability to handle critical emergencies, employee travel disruptions, and urgent facility matters outside standard hours. What You Will Do (Key Responsibilities & Deliverables) 1. Office Administration, Infrastructure & Facilities Daily Operations: Oversee all physical and administrative office functions during regular business hours to maintain an uninterrupted, premium workplace environment. Facility Maintenance: Manage structural, electrical, HVAC, plumbing, and aesthetic maintenance schedules for all office floors. Housekeeping & Security: Direct daily operations of third-party housekeeping and security teams, auditing hygiene and safety standards daily. Consumables Management: Oversee end-to-end inventory, procurement, and usage tracking for office supplies, stationery, and housekeeping materials. Cafeteria & Pantry Services: Supervise daily food, beverage, snack, and drinking water services for all shifts; monitor quality, vendor hygiene, and cafeteria seating flow. Asset Tracking & Sustainability: Maintain the Non-IT Fixed Asset Register and driver eco-friendly practices (e-waste management, energy conservation). Statutory Compliance: Manage visits, documentation, and coordination with government bodies, municipal authorities, and building management teams. 2. Travel, Mobility & Emergency Support Travel Operations: Direct end-to-end travel booking workflows for executive leadership and employees across domestic and international sectors. Itineraries & Accommodation: Secure flights, train bookings, long/short-stay accommodations, and tailored itineraries. Visas & Documentation: Oversee visa applications, embassy submissions, invitation letters, and travel insurance coverage. On-Call Emergency Support: Serve as the primary escalation point outside regular business hours to resolve urgent travel disruptions, unexpected cancellations, or transit issues. Ground Transportation: Coordinate daily commuter transportation, airport transfers, and dedicated cab services. 3. Employee Services & Workplace Experience Onboarding Logistics: Coordinate physical workspace setup, welcome documentation, and day-one administrative orientation for new hires. Health Insurance Desk: Oversee employee additions, deletions, and claims processing for Group Mediclaim (GMC) and Personal Accident policies. 24/7 Medical Assistance: Act as the emergency escalation contact during after-hours medical situations or hospitalization emergencies involving employees. Access Control & Seating: Manage the complete lifecycle of ID cards and physical access cards alongside dynamic office seating charts. Merchandise & Celebrations: Procure and manage inventories for welcome kits, company merchandise, festival hampers, and personal milestone celebrations. Smart Workplace Tools: Implement and manage automated administrative tools (e.g., visitor management systems, desk-booking platforms, internal helpdesk ticketing). 4. Procurement, Vendor Operations & Financial Coordination Specialized Procurement: Lead sourcing, evaluation, and purchasing for server room infrastructure and specialized IT hardware (excluding laptops and monitors). Vendor Lifecycle & SLAs: Identify, onboard, evaluate, and negotiate with service providers; establish strict Service Level Agreements (SLAs) and quarterly vendor scorecards. Finance Alignment: Review invoices against Purchase Orders (POs) and delivery receipts, process employee expense reimbursements, and ensure timely vendor payouts with Finance. 5. Events, Culture & Internal Media Corporate Events: Plan, budget, and execute internal engagement programs, holiday celebrations, offsites, and all-India team meets. Media & Documentation: Capture high-quality photography and videography at company events, handling basic post-production editing for internal communication channels. Reimbursement Oversight: Audit and approve employee operational expense claims in compliance with internal travel and administrative policies. 6. Safety, Compliance & Incident Management ERT Leadership: Act as a core member of the Emergency Response Team (ERT), leading floor evacuations, fire drills, and safety protocols. After-Hours Incident Management: Remain reachable and responsive outside regular business hours to address unforeseen facility emergencies (e.g., power failures, security alerts, water leakages) in coordination with building management and security teams. What You Will Need (Qualifications & Requirements) Work Schedule & Availability Standard Working Hours: Fixed daytime shift operating on-site from Monday to Friday/Saturday (per company policy). On-Call Readiness: Readiness to respond to high-priority calls, messages, or remote coordination needs after standard business hours, on weekends, or during public holidays in the event of emergencies (medical, travel disruptions, or facility issues). Education & Academic Background Bachelor’s Degree: Bachelor's degree in Hospitality Administration, Engineering or a related field. Preferred Certifications: Master’s degree (MBA/PGDM) in Operations, Facility Management, or Hospitality. Certified Facility Manager (CFM) or Facility Management Professional (FMP). Formal certifications in Fire Safety, First Aid, or Health & Safety at Work (e.g., NEBOSH / OSHA awareness). Professional Experience 6 to 8 Years of hands-on experience managing corporate office facilities, administrative operations, vendor ecosystems, and travel desks in mid-to-large-sized organizations. Technical & System Competencies Software Tools: High proficiency in MS Excel/Google Sheets (for inventory, budget tracking, and asset registers) and presentation tools. Workplace Tech: Hands-on experience with administrative software, ticketing systems (Jira/ServiceNow), visitor management platforms, and travel portals. Media Skills: Working knowledge of digital photography, basic video recording, and software tools (Canva, CapCut, Adobe Creative Suite) for media editing. Critical Soft Skills & Behavioral Traits Crisis Leadership & Flexibility: Calibrated, calm decision-making during emergency calls outside regular work hours. Commercial Acumen: Strong negotiation skills for vendor contracts, volume pricing, and service terms. Stakeholder Management: Exceptional interpersonal and cross-functional communication skills across all organization levels and external government/facility agencies. Operational Discipline: Meticulous attention to detail regarding hygiene, compliance documentation, and budget management. Quvia is an Equal Opportunity Employer. Employment opportunities at Quvia are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex (including sexual orientation and transgender status), pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law. Quvia will never ask to interview job applicants via text message or ask for personal banking information as part of the interview process. Quvia will never ask job applicants or new hires to send money or deposit checks for the company.