Office Operations Executive

ValueMentor

  • Kochi, Kerala
  • Permanent
  • Full-time
  • 1 month ago
Job Description:Job Summary:We are looking for a proactive and detail-oriented Operations Executive with a minimum of 2 years of experience to support and streamline daily business operations across India, UAE, and KSA. This role requires a strong focus on travel and visa management, vendor coordination, procurement, and internal operational process documentation & management. The ideal candidate should be process- driven, budget-conscious, and able to multi-task across regions. Willingness to travel, liaise with vendors, and handle field-based requirements is essential.Key Responsibilities, Deliverables / Outcomes * Monitor and communicate regulatory changes in UAE, India, and KSA to internal stakeholders, ensuring timely compliance and minimizing business risk.
  • Manage travel arrangements (flights, accommodation, itinerary) for employees to ensure cost- effective, timely, and hassle-free travel experiences.
  • Oversee end-to-end visa processing and immigration documentation to guarantee smooth onboarding and international mobility without delays.
  • Track and ensure adherence to all licensing and governance deadlines, avoiding penalties and maintaining operational continuity.
  • Maintain and organize company documentation (physical and digital), ensuring quick retrieval, version control, and audit readiness.
  • Create and update process documentation and SOPs to standardize operations and improve internal efficiency.
  • Calendarize and track all recurring tasks such as renewals, filings, and compliance checks, ensuring no deadline is missed.
  • Manage insurance policies, including renewals, coordination, and claims, to ensure continuous coverage and risk mitigation.
  • Handle vendor management, including onboarding, documentation, renewals, and performance coordination to ensure cost-effective and reliable service delivery.
  • Provide cross-functional operational and administrative support, enhancing internal coordination and day-to-day business execution.
Key Skills:Travel & Visa Management Expertise:Proven ability to manage end-to-end travel bookings and visa processes, including coordination with embassies and agents.Vendor & Procurement Handling:Experience in sourcing, onboarding, and managing vendors, including documentation, renewals, and cost-effective procurement.Regulatory & Compliance Awareness:Understanding of business licensing, regulatory timelines, and compliance in India, UAE, and KSA.Advanced Excel & Documentation Management:Strong command over MS Excel for tracking, reporting, and data handling; ability to maintain structured documentation (physical and digital).Field Coordination & Travel Readiness:Willingness and ability to travel locally/regionally for vendor coordination, documentation, and site-based operational tasks.Key Competencies: * Accountability & Ownership
  • Time & Task Management.
  • Proactive Communication & Stakeholder Management
  • Problem Solving & Decision Making
  • Adaptability

ValueMentor