Job Description & How to Apply Below
Company: Mosaic Wellness
Location:
Thane West
Reporting To: VP – HR
About the Role
We are looking for a highly driven and hands-on Administration & Facilities professional to lead end-to-end workplace operations for Mosaic Wellness. This role will be responsible for managing office administration, facilities, travel, vendor ecosystem, workplace experience, and infrastructure readiness while ensuring operational efficiency and cost optimization .
The ideal candidate should bring strong experience in high-growth environments, have the ability to manage large-scale office operations, and partner closely with leadership teams on workplace strategy and expansion initiatives.
Key Responsibilities
Lead end-to-end administration and day-to-day office operations for the corporate office.
Ensure smooth functioning of workplace services including housekeeping, pantry, security, maintenance, transport, and soft services.
Drive workplace experience initiatives to create a productive and employee-friendly environment.
Establish and improve administrative SOPs, policies, and operational processes.
Oversee facilities operations, preventive maintenance, and infrastructure readiness.
Manage office expansions, relocations, seating planning, and workplace optimization projects.
Ensure compliance with statutory requirements, safety standards, audits, and vendor SLAs.
Manage vendor selection, negotiations, contracts, invoicing, and service quality.
Drive cost-saving initiatives across administration, travel, procurement, and facility operations.
Track administrative budgets, expense reports, renewals, and financial controls.
Manage domestic and international travel arrangements including bookings, accommodation, visa coordination, and reimbursements.
Coordinate company events, offsites, leadership visits, and employee engagement activities.
Oversee IT asset lifecycle management including procurement, inventory tracking, allocation, and disposal.
Coordinate with IT vendors for networking, internet, endpoint management, and hardware support.
Desired Candidate Profile
15+ years of experience in Administration, Facilities, and Workplace Operations.
Prior experience in high-growth startups, consumer brands, or corporate environments preferred.
Strong exposure to office expansion, relocation, vendor management, and budget control.
Proven ability to manage cross-functional stakeholders and leadership teams.
Strong negotiation, operational planning, and execution capabilities.
Hands-on approach with excellent problem-solving and ownership mindset.
Tech-savvy and AI-native professional with the ability to leverage automation, AI tools, dashboards, and digital platforms to enhance operational efficiency, reporting, and workplace experience.
Good command over MS Excel, G-Tools, reporting, and operational tracking systems.
Key Competencies
Facilities & Workplace Management
Vendor Management & Negotiation
Budgeting & Cost Optimization
Office Operations & Administration
Travel & Event Management
Stakeholder Management
Process Improvement & Execution Excellence
Digital & AI-Driven Operations
Compliance & Safety Management
Position Requirements
10+ Years
work experience
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