Office Operations Executive

6 days ago

Kochi Kerala, India ValueMentor Full time

**Job Summary**:

- 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

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