Operations and Administration Manager - Qeexo, Co.

Position Overview: We are seeking a highly organized and proactive Operations and Administration Manager to oversee and coordinate our office operations and administrative functions. This role will also include leading the relocation process to a new office space, ensuring a smooth transition with minimal disruption to daily operations. The ideal candidate will have a proactive approach to problem-solving and a positive attitude while handling different tasks and communicating with various stakeholders.

Key Responsibilities:

Office Move Coordination:

· Work close with Director of Operations to plan and implement the entire office relocation process

· Collaborate with external vendors, moving companies, and contractors to ensure all aspects of the move are handled professionally

· Prepare and manage budgets related to the move, ensuring costs are controlled and within the allocated budget

· Develop a detailed project plan for the move, including timelines, milestones, and risk management strategies

· Serve as the primary point of contact for the relocation project, communicating updates and coordinating with internal teams

· Act as liaison between building management and other relevant parties to ensure all requirements and regulations are met

· Facilitate the packing, labeling, and unpacking of office equipment, furniture, and documents, ensuring minimal disruption to business operations

· Oversee the setup of the new office space, including furniture arrangement, IT infrastructure, and general office setup

· Address any issues or concerns related to office facilities and ensure the new space meets the needs of the employees

Office Administration:

· Responsible for the daily office operations - managing office supplies, equipment, and facilities

· Act as liaison between TDK SensEI team and building management to address office needs

· Manage office supplies and equipment inventory, including ordering and maintaining stock levels

· Manage common areas and ensure they are tidy and well-organized

· Develop and implement office policies and procedures to improve efficiency and productivity

· Coordinate office maintenance and repair services as needed

· Manage relationships with service providers

· Support office team to ensure smooth and efficient work environment and address any administrative issues

Administrative Support:

· Review and process invoices for TDK and from vendors and service providers

· Assist with office events, team-activities and meetings as needed, including managing logistics and catering

· Provide administrative support to senior management as needed, including scheduling meetings (shared space area) and planning events

· Assist with onboarding new employees, setting up workstations and ensuring they are familiar with the new office environment and procedures

· Work with HR to address institutional, health and/or safety procedures required in the office

· Handle office communications, including answering phones, greeting visitors, and managing correspondence.

Travel Support:

· Arrange domestic and international travel for staff, including flights, accommodations, and transportation

· Act as liaison between Direct Travel (travel agency) and TDK SensEI team

· Prepare and provide travel-related support, instructions, materials

· Assist with travel expense reporting and reimbursements

Qualifications:

· Associate’s or Bachelor’s degree in Business Administration, Management or related field

· 3+ years of relevant experience in office management or administrative support roles

· Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment

· Demonstrated experience in managing office relocations or large-scale projects is a plus

· Strong organizational and ability to manage multiple tasks with attention to detail

· Excellent communication and interpersonal abilities

· Experience with travel arrangements and expense reporting is a plus

· Ability to maintain confidentiality and handle sensitive information with discretion

· Strong communication and interpersonal skills

· A proactive approach to problem-solving and a positive attitude

· May require extended hours during the relocation process

· US work authorization