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The Regional Office Administrator (ROA) supports the operational effectiveness, culture, and connectivity of the Pune regional office. We are rapidly growing our Pune Engineering office, which currently has ~60 employees and is expected to scale significantly in the next 2 years. With multiple new teams being established, frequent visitors, and a high volume of recruiting events, we are looking for a proactive and organized office administrator.

This role will help ensure the smooth daily functioning of the office, supporting visitor management, scheduling, serving as a local point of contact for employees and new teams, and coordinating communications with stakeholders. While this role reports into the local Engineering Manager, its scope spans the entire office, partnering with Recruiting, HR, Facilities, IT, and leaders across multiple functions. This role is ideal for someone who enjoys building structure, connection, and community in a growing engineering hub, with real ownership, visibility, and influence as the office continues to evolve. As an ROA you will play a central role in shaping the office culture and employee experience.

We’ll trust you to:  - Manage the dissemination of regular local communications for the Pune office, including: Office-wide newsletters and announcements, new hire communications, announcements related to meetups, internal mobility, and regional initiatives.  - Serve as a central point of coordination for disseminating key updates from global teams to the Pune region and proactively identify opportunities to improve reach and effectiveness of local and global communications.  - Maintain clear and effective lines of communication with site leadership, ensuring visibility into key office activities, initiatives, and emerging needs.  - Provide calendar coordination support related to office communications and engagement, including: managing shared office calendars (e.g., events, key milestones, leadership visits), supporting the scheduling and prioritization for site-related meetings, forums, and recurring communications and improving visibility.  - Manage contracts with vendors for supplies, housekeeping, and catering to ensure cost-effective and timely procurement.  - Liaise with facilities for housekeeping, security, and maintenance.  - Ensure workplace health and safety compliance, maintain first-aid kits, fire safety protocols, and emergency drills.  - Support the planning and execution of office-wide events that promote culture, team building, and knowledge sharing including: office-wide events, Inter-team networking activities, tech talks, learning sessions, and community meetups.  - Manage logistics for training sessions, all-hands meetings, team offsites & recruitment drives and coordinate logistics for recruiting events, interviews, and walk-in drives.  - Partner with site leadership and employee groups to drive engagement, morale, and a positive office experience.  - Help with external branding by championing the Pune office and engineering community to visiting leaders, candidates, and external partners by acting as a visible, welcoming representative of the office and site leadership.  - Act as an on-site operational partner to Recruiting, supporting interview activity in the Pune office. For example, managing on-site interview logistics (room setup, candidate arrival support, day-of coordination).  - Visitor support, in the form of access cards, meeting room coordination, travel arrangements.  - Support onboarding for new hires by coordinating desk setup, equipment, and facilities access. Assisting with onboarding logistics, helping new hires build initial internal networks and understand local office norms.
You’ll need to have:  - Minimum 2 - 5 years of experience relevant to office managers, administrative assistant, operations or related fields  - Technical proficiency in Google Office Suite (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, Powerpoint) and collaborating with others using these tools  - Strong attention to detail along with the ability to manage multiple tasks and deadlines.  - Experience in prioritizing work and acting as a sound gate keeper for the senior managers that you support  - Excellent writing, oral communication, and presentation skills with a strong confidence in communicating with senior management.  - Broad knowledge of business processes and prior work supporting complex organizations, including global and remote teams  - Proven track record in successfully working with and supporting senior level business managers and global stakeholders  - Resourcefulness and an ability to take a proactive approach in the role  - Ability to handle vendors, budgets, and contracts.  - Comfortable operating in a fast-paced, matrixed environment  - Exceptional interpersonal skills.
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