Office Administration Specialist

Position : Office Administration Specialist
Location: Goregaon, Mumbai (5 days in office)
Work Timings: 12 PM to 9 PM

About LRN:

LRN is a SaaS based e-Learning provider with a presence across US, EMEA, APAC and LatAm. More than 2,800 companies worldwide (including some of the world’s most recognizable brands) utilize LRN services and leverage LRN e-learning courses to help navigate complex regulatory environments and foster ethical, responsible, and inclusive cultures. In partnership with LRN, companies translate their values into concrete corporate practices, training materials, and leadership behaviors that create a sustainable competitive advantage. By acting upon shared values, companies and their people find the means to out behave and outperform

About Role :

LRN is seeking an Office Administration Specialist for India location. The Administration specialist will oversee India administration for 270+ employees. This role is responsible for ensuring the seamless operations of office administration and facilities management at the Mumbai office. This role involves managing budget, vendor contracts, security, housekeeping, infrastructure maintenance, office vehicle operations, compliance documentation, and workplace improvements. The ideal candidate should be proactive, highly organized, and able to manage multiple administrative functions efficiently.

Your responsibilities will include :

Office Administration & Facility Management:

• Oversee daily office operations and ensure a well-maintained, functional workspace.
• Supervise housekeeping staff, pantry services, and general office cleanliness.
• Maintain and upgrade office assets, track inventory, and manage office supply procurement.
• Ensure the smooth functioning of air conditioning (HVAC) systems, electrical infrastructure, and office maintenance.
• Handle pest control activities and coordinate compliance-related facility management.

Vendor & Contract Management:

• Manage vendor contracts, Annual Maintenance Contracts (AMCs), and service agreements for office maintenance, housekeeping, and security services.
• Negotiate contracts and ensure cost-effective solutions for office operations.
• Process vendor invoices and payments, ensuring timely execution.

 Security & Workplace Safety:

• Oversee office security, CCTV operations, and coordination with security personnel to maintain a safe workplace.
• Monitor and enforce workplace safety and compliance with legal regulations.

 Transport & Vehicle Management:

• Manage office vehicle operations, including employee pick-up and drop services, security personnel assignment, vehicle maintenance, and vendor coordination.

 Compliance & Documentation:

• Handle government-related documentation, licenses, and compliance requirements.
• Ensure compliance with ISO certification processes and legal safety regulations.
• Maintain office rental agreements, lease documentation, and liaise with landlords for space management.

 Employee & Workplace Support:

• Address facility-related employee concerns and collaborate with HR and administration teams to enhance the workplace experience.
• Assist in employee engagement and workplace improvement initiatives.
• Coordinate with cross-functional teams to support business and employee needs.

• Bachelor’s degree
• 5+ years of experience in office administration, facilities management, or related fields.
• Strong expertise in vendor management, AMC handling, and office infrastructure maintenance.
• Experience in managing office rentals, lease documentation, and workplace compliance.
• Proficiency in MS Office and ERP systems for maintaining operational records.
• Strong organizational, problem-solving, and multitasking abilities.
• Business level communication
• External and internal stakeholder management skills.
• Ability to oversee multiple administrative functions efficiently and cost-effectively.

LRN is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.