Location: Mohali/Chandigarh (On-site)
Type: Full-timeRole SummaryWe need an operator—not a coordinator. You will run daily operations, fix problems without hand-holding, and drive outcomes across Admin, HR partnership, Recruiting, and IT coordination. You'll build the team, set the pace, and enforce standards so the office runs clean, fast, and audit-ready. If something is unclear, you take charge, decide, and move.Core Responsibilities
- Operations Leadership (Own the Floor)
- Orchestrate day-to-day office operations: schedules, calendars, space planning, visitor/security, supplies, vendor control, travel, couriers, and on-ground errands
- Stand up and maintain SOPs/checklists for every recurring task; enforce SLAs and escalate blockers early
- Drive cross-team coordination with U.S. counterparts; turn vague asks into clear tasks with owners and deadlines
- Produce weekly Ops Pack (status, risks, decisions needed, next week plan)
- Recruiting & Team Build (India for U.S. Operations)
- Build and run an always-on recruiting engine for India roles (e.g., Billing, AR/AP, Certified Payroll support, HR, Compliance, Admin, Data, Analysts)
- Own the full funnel: sourcing (job boards, LinkedIn, referrals), screening, structured interviews, scorecards, offers, background checks, pre-boarding, and Day-1 readiness
- Create role scorecards (outcomes, competencies, must-have tools), interview kits, and practical tests aligned to U.S. standards
- Maintain recruiting dashboards: pipeline health, time-to-fill, pass-through rates, offer acceptance, quality-of-hire
- HR Partnership & Policy Implementation
- Work hand-in-hand with HR to roll out policies, update handbooks, and secure employee acknowledgements
- Own onboarding/offboarding checklists (equipment, IDs, access, NDA, tool permissions) and zero-lag revocations at exit
- Track attendance/leave data accurately; ensure files and records are audit-ready at all times
- IT & Systems Coordination
- Liaise with IT to provision/deprovision accounts, laptops, email, software licenses, VPN/RDP, and shared drives
- Maintain live asset & license inventory; reconcile monthly with IT
- Triage basic access issues, open/follow up tickets, and push for SLA adherence
- Administration & Compliance
- Maintain document control and versioning for SOPs, templates, and trackers
- Ensure vendor contracts, invoices, and payments align with approval limits and budget guardrails
- Prepare clean, shareable docs (Sheets/Excel, Docs, Slides) that leadership can use immediately
- Continuous Improvement (Remove Waste)
- Identify bottlenecks, design fixes, implement, and lock in via SOPs
- Build simple dashboards for throughput, SLA performance, and quality
- Train the team on your processes; raise the bar and hold it
Decision Rights & Guardrails
- Hiring pipeline: Full ownership from sourcing to Day-1; escalate only for final offer approvals
- Purchases: Approve routine ops spend up to ₹[insert threshold]; above that, present 2 options with pros/cons
- Prioritization: You may re-sequence work to meet SLAs; communicate impacts to stakeholders
- Access control: Immediate deprovision on exit; no exceptions
- Escalation: If blocked >24 hours or by a cross-team dependency, escalate with a written plan and options
SLAs & KPIs (What "Good" Looks Like)
Onboarding Readiness: 100% of new hires with devices, access, and Day-1 agenda (no misses) Offboarding Security: 100% access revoked within 2 hours of exit Recruiting: Median time-to-first-interview ≤ 3 business days; time-to-offer ≤ 21 days for priority roles Quality of Hire: 90-day pass rate ≥ 85%; hiring manager satisfaction ≥ 4/5 Ops Tickets/Tasks: 95% completed on or before due date; critical issues acknowledged
SOP Coverage: 100% of recurring processes documented; reviewed quarterly Asset/License Accuracy: 100% match to inventory; monthly reconciliation on time
30/60/90 Plan
- Day 30: Map all workflows, publish SOP v1 for Admin/IT/Recruiting; stand up dashboards; clean inventory; define hiring scorecards for top 5 roles
- Day 60: Hit onboarding/offboarding SLAs; reduce open tickets by 50%; deliver a 2-month recruiting pipeline for priority roles
- Day 90: Achieve KPI targets above; roll out SOP v2 with automation/templating; train backups for critical processes
Qualifications
- 6-10 years in operations/office management with proven ownership in a high-tempo environment; you've built or run teams before
- Demonstrated success running recruiting end-to-end for multiple roles at once
- Strong English—clear, concise, and direct with U.S. stakeholders
- Expert with Google Workspace or MS Office (especially Sheets/Excel); comfortable with ATS/CRM, ticketing, and dashboards
Who You Are (Non-Negotiables)
- Operator mindset: Acts without waiting, solves problems fast, and owns the outcome
- High bar: Detail-obsessed, zero tolerance for sloppy work or missed handoffs
- Calm under load: Can juggle shifting priorities without dropping the ball
- Builder: Turns chaos into process, process into speed
Compensation & Growth
Competitive salary with rapid responsibility growth tied to performance and KPI delivery.
