Lead Admin Operations Executive

We are looking for a process-driven Lead Admin Operations Executive with 5 to 8 years of corporate experience to lead daily administrative operations, physical security, and facility compliance at our Noida campus. You will own the day-to-day running of the campus, balancing facility management with risk governance, vendor management, and team leadership.

You will lead daily team stand-ups, delegate tasks by priority, and keep a campus supporting 500+ professionals running reliably—with sound fiscal discipline and consistent policy adherence. This role reports to [add reporting manager / title].

Key Responsibilities

1. Facility Operations & Workplace Governance (~45% of role)

• Onboarding, Offboarding & Team Management: Manage the end-to-end employee lifecycle for workplace setup—standardizing seat allocation, asset distribution, and ID card provisioning. Run daily stand-ups with the admin team to capture updates, surface blockers, and delegate tasks by priority.
• Helpdesk & SLA Management: Set and monitor clear service-level agreements (SLAs) for the admin helpdesk. Enable the team to resolve workplace and amenity issues quickly, and track recurring escalation trends.
• Facilities Upkeep & Troubleshooting: Conduct daily floor walks to maintain uptime and cleanliness across all work areas. Act as the primary escalation point, coordinating with the facilities team on power, HVAC, or structural issues.
• Security Management & ISMS Audits: Own physical campus security parameters, guard deployment rosters, and biometric access control systems. Maintain complete audit-readiness for Information Security Management System (ISMS/ISO 27001) evaluations by tightly regulating visitor logs, material movement registers (returnable/non-returnable), and floor clean-desk policies.
• Statutory Compliance & Licensing: Serve as the site authority for facility compliance, safety standards, and license renewals (e.g., fire NOCs, lift licenses). Oversee the administrative signoffs and documentation for employee exits.
• Business Continuity & Critical Infrastructure: Ensure 24/7 readiness of power, AC, and connectivity that underpin engineering delivery. Schedule and witness DG, UPS, and failover drills, and maintain a documented business continuity and emergency response plan.
• Health, Safety & Emergency Preparedness (EHS): Run fire drills, evacuation exercises, and first-aid readiness. Maintain safety signage, fire-NOC compliance, and an active workplace safety committee in line with local regulations.
• Client Visit & Audit Hosting: Coordinate workplace readiness for client visits, delivery audits, and certification assessments covering access, meeting logistics, visitor and NDA protocols, and on-floor presentation standards.
• Sustainability & ESG Initiatives: Drive energy, water, and waste-management programs across the campus, track consumption metrics, and support green-certification and ESG reporting requirements.

2. Financial Stewardship, Expense Control & AMC Governance (~20% of role)

• Cash, Credit & Vendor Payments: Own petty cash and corporate credit card reconciliation with accuracy and a clear audit trail. Review, approve, and clear vendor bills before due dates, releasing payments on time to maintain supplier trust.
• Annual Maintenance Contract (AMC) Lifecycle: Own the Master AMC tracker for critical equipment (DG sets, UPS, fire suppression, chiller plants). Review contract health, evaluate vendor performance against SLAs, and flag renewals 30–60 days in advance.

3. Corporate Travel, Procurement, and Event Logistics (~15% of role)

• Corporate Travel: Manage corporate travel bookings for employees’ flights, trains, hotels, and local transport. Monitor policy adherence, negotiate preferred corporate rates, and optimize travel budgets.
• Procurement & Sourcing: Lead sourcing and price negotiations with suppliers for event materials, company merchandise, promotional items, and logistics—maximizing cost efficiency.
• Event Setup & Logistics: Plan and oversee on-site setup for internal corporate events, including audio-visual systems, seating, staging, and props, to ensure smooth execution.

4. Inventory Registry, Asset Lifecycle & Vendor Relations (~12% of role)

• Asset Registry & Tracking: Maintain the master corporate asset registry. Track hardware allocations, office fixtures, and equipment assignments to prevent loss or leakage.
• Inventory & Housekeeping: Partner with third-party housekeeping, catering, and facility vendors. Set inventory thresholds for stationery, pantry, and cafeteria stock to avoid stock-outs without tying up excess capital.
• Contract Lifecycle Management: Track and flag renewal timelines for all active third-party facility, maintenance, and operational support contracts.

5. Executive Advisory & Special Assignments (~8% of role)

• Executive Partnership: Serve as a trusted administrative partner to senior management, handling confidential assignments, scheduling, and high-priority ad-hoc initiatives.

Candidate Profile

• Education: Bachelor’s or Master’s degree in Business Administration (MBA/BBA), Commerce (B.Com), Hospitality Management, or a related field.
• Experience: 5 to 8 years of core corporate experience handling combined administration, facility management, physical security frameworks, and team/process leadership.
• Target Profile:
  • Proven Leadership: Experience running daily team huddles, driving task delegation workflows based on priority, and managing ground staff or security vendors.
  • Scale Competency: Prior track record managing facility centers supporting 500+ employees, ideally within fast-paced IT companies, software development centers, or corporate engineering hubs.
  • Audit Exposure: Direct experience facing corporate compliance, physical security reviews, or ISMS (ISO 27001) audits is preferred.
  • Core Attributes: Negotiation skills, sharp fiscal discipline in tracking operational budgets, and personal integrity.

Job Location:

A3, Sector 145, Noida, UP 201 301 (Next to Aqua Metro line)

This is an in-office role at our Noida campus. The work requires close collaboration and quick turnarounds, so candidates based in Noida or Greater Noida or within a comfortable daily commute are best suited.

Work Schedule:

This is a full-time, in-office role based at our Noida campus and follows a 6-day work week (Monday to Saturday). The role requires regular on-site presence to effectively support employees, manage workplace concerns, and collaborate closely with business and engineering leaders.

Learn More About MAQ Software

We encourage interested candidates to explore the resources below to gain a better understanding of MAQ Software's culture, values, and growth journey.

Company Culture & Leadership

• Founder's Mentality by Bain & Company: http://www.bain.com/publications/business-insights/founders-mentality.aspx
• What I Did Not Learn in B School and What I Did Not Learn at IIT by Rajeev Agarwal, Founder. These books provide insights into the principles, mindset, and culture that drive our success.

Our Growth Journey

Discover how MAQ Software has achieved sustained, consistent, and organic growth while delivering measurable business impact for global clients: https://news.maqsoftware.com/2025/08/for-12th-time-inc-magazine-recognizes.html

Employee Stories & Career Opportunities

Hear directly from our team members about their experiences, learning opportunities, and career growth at MAQ Software:

1. https://youtu.be/uTD2kI9gMbs (3 minutes)

2. https://youtu.be/2NoUtbYB7so (2 minutes)

3. https://youtu.be/n05XdyoCPfM (2 minutes)

4. https://youtu.be/bk1vbEl4ep8 (2 minutes)

5. https://youtu.be/LpL8u6hDMjE (3 minutes)

6. https://youtu.be/Ruh_xpYgsxI (1 minute)

7. https://youtu.be/ASCs4nWk4zQ (2 minutes)

Join a team that values innovation, continuous learning, ownership, and excellence while working on impactful technology solutions for global organizations.

Our Social Impact

· India Academy: Enabling 200,000+ government school students to achieve their potential https://www.excellence.foundation

· India Eye Hospital, Greater Noida: 210 Cr investment to eliminate needless blindness https://www.IndiaEye.in