Senior Administration Manager

Responsibilities

• Office Setup (Phase 1 - Priority)
• Coordinate with real estate agents, attend site visits, and maintain a shortlist of office options for leadership review.
• Liaise with landlord representatives through lease execution; manage all related formalities including stamp duty and registration.
• Own the fit-out project: engage contractors, supervise works, track milestones, manage approvals, and ensure on-time, on-budget delivery.
• Set up all utilities, IT infrastructure, furniture, and services to ensure the office is fully operational at go-live.
• Ongoing Facilities Management (Phase 2 - Steady State)
• Establish and maintain facilities management processes covering preventive maintenance schedules, repairs, housekeeping, pest control, and vendor service contracts.
• Manage relationships with building management, utilities providers, and security agencies on an ongoing basis.
• Ensure workplace health & safety standards are maintained and that the office remains a safe, well-functioning environment as the team grows.
• IT Coordination & Technology Support
• Serve as the primary on-ground IT point of contact, coordinating with ICEYE's global IT team to set up local infrastructure: network, servers, workstations, printers, and video-conferencing equipment.
• Ensure cybersecurity policies and access control procedures are adhered to for the India office.
• Stakeholder Engagement
• Maintain a detailed roster of government contacts and a live tracker of all government meetings, commitments, and follow-up actions on behalf of leadership.
• Schedule meetings with relevant government officials and senior stakeholders; manage invitations, prepare briefing packs, and handle visitor logistics.
• Keep roster of government contacts, protocol officers, and industry association representatives.
• Executive, Meeting & Reception Support
• Manage scheduling, logistics, and preparation for internal and external meetings, townhalls, and board-level visits.
• Own conference room bookings: maintain the rooms calendar, ensure rooms are set up and equipped ahead of each meeting, and manage conflicts or priority escalations.
• Draft agendas, prepare meeting rooms, and arrange catering.
• Provide personal assistance support to visiting senior executives as required.
• Manage the India office calendar and coordinate across time zones with ICEYE's global offices (Finland, UK, US, and others).
• Act as the office's first point of contact - temporarily serving as receptionist: greeting visitors, managing incoming calls and couriers, and ensuring a professional front-of-house experience until a dedicated resource is hired.
• Travel & Visitor Management
• Coordinate end-to-end travel logistics for staff visiting India from ICEYE's global offices: flights, visas, accommodation, airport transfers, local transport, and guest itineraries. We use TravelPerk for internal travel.
• Maintain relationships with preferred travel agencies, hotels, and car hire vendors; negotiate corporate rates.
• Ensure a welcoming and well-organised experience for all international visitors.
• Procurement & Vendor Management
• Source, evaluate, and onboard vendors for office supplies, pantry, housekeeping, courier, printing, and other consumables.
• Raise purchase orders, track deliveries, and verify invoices in coordination with the finance team.
• Periodically review and renegotiate vendor contracts to ensure value for money.
• Maintain an organised inventory of office supplies, stationery, and consumables.
• HR & Employee Experience Support
• Assist and partner with the HR Global function with onboarding logistics for new joiners: workstation setup, access cards, welcome ki

Benefits

Additional Information

Role highlights: Senior Administration Manager Location: New Delhi, India Department: Operations & Administration Reports to: Country Head \ Senior Management, ICEYE India Employment type: Permanent Workplace model: Hybrid Employment is subject to applicable security screening (incl. SUPO, where required) About ICEYE ICEYE is a global leader in synthetic aperture radar (SAR) satellite technology, providing persistent monitoring capabilities for governments, enterprises, and humanitarian organisations. ICEYE India is a wholly owned subsidiary established to support ICEYE's growing presence and operations in the Indian market. Role Purpose The Senior Administration Officer is a founding role at ICEYE India with two distinct phases. In the first phase, the role is responsible for assisting with the setup of the India office - from lease execution through fit-out supervision and go-live. In the second phase, the role transitions into steady-state ownership of all administrative, facilities, IT coordination, and office services functions. This is a highly independent position requiring someone who can manage a broad and demanding portfolio with minimal direction, take full ownership of operational and administrative matters, and ensure the India office runs seamlessly from day one.

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