Lead – Administration & Workspace

InMobi•San Mateo, CA

4d•$105,500 - $120,000•Onsite

About The Position

As our Administration and Workspace Lead, you’ll own the day-to-day administration and facilities operations of our San Mateo, CA office. You'll make sure employees have a safe, well-maintained workplace and office services they can count on, while keeping expenses, vendor documentation, and operational reporting accurate and within approved budgets. You’ll be the primary local contact for all workplace matters, coordinating service providers and partnering closely with our global Workspace team, HR, IT, Finance, Procurement, Legal, and building management. This is a hands-on lead role that calls for independent judgment, proactive follow-through, and a strong service mindset. If you take pride in creating a workplace where everything runs smoothly, and people feel taken care of from the moment they walk in, this role is for you.

Requirements

Bachelor’s degree or equivalent qualification; an MBA or a qualification in hospitality, facilities management, or business administration is preferred
5+ years of relevant experience in office administration, workplace operations, facilities management, or hospitality
Experience independently managing office services and coordinating multiple vendors, with prior lead or supervisory experience preferred
Experience supporting a US corporate office, including working with local vendors and building management, is preferred
Hands-on experience with expense tracking, invoice documentation, budgets, contract administration, and employee service requests
Strong written and verbal English, with the ability to communicate clearly with employees, vendors, leadership, and global teams
Solid working knowledge of Microsoft Excel, Word, and PowerPoint, including the ability to maintain expense trackers, analyze spending, and prepare clear operational updates
Strong organization and attention to detail, with the ability to manage competing requests without losing follow-through
Sound judgment in prioritizing urgent issues, making decisions within delegated authority, and escalating risks early
A professional, approachable service style, with discretion when handling confidential information
The ability to guide service providers, negotiate practical solutions, and hold vendors accountable for agreed standards
Availability for on-site office support and coordination across time zones, with flexibility for planned events and emergency coverage under agreed arrangements

Nice To Haves

MBA or a qualification in hospitality, facilities management, or business administration is preferred

Responsibilities

Lead daily office operations, conducting regular walkthroughs and maintaining an action tracker for repairs, employee requests, and service issues
Coordinate preventive maintenance and repairs with building management and qualified vendors, covering facilities, furniture, lighting, air conditioning, plumbing, pantry equipment, and other workplace assets
Keep workstations, meeting rooms, reception areas, and shared spaces ready for use, and coordinate room bookings and office arrangements for meetings and leadership visits
Maintain the visibility and condition of InMobi signage, logos, and approved branding throughout the office
Keep stationery, office supplies, and pantry items well stocked through inventory checks, reorder levels, and consumption tracking
Serve as the local point of contact for the landlord, building management, and vendors supporting cleaning, catering, maintenance, security, pest control, transportation, and other office services
Obtain and compare quotes, recommend the right service providers, and coordinate onboarding through the company’s approval and procurement processes
Ensure signed agreements are in place for every engaged vendor, and maintain accessible records of contracts, service scope, pricing, contact details, and supporting documents
Track lease and vendor contract obligations, renewal dates, notice periods, and service commitments, escalating upcoming decisions to Workspace leadership and Legal well in advance
Review vendor performance, address recurring service gaps, and arrange approved backup options to minimize disruption
Coordinate timely payment of rent, maintenance charges, utilities, and approved vendor bills by securing accurate invoices and required approvals and following up with Finance
Maintain complete payment records for audit and reconciliation, including invoices, approvals, purchase orders where applicable, receipts, and payment acknowledgments
Prepare monthly office expense reports and forecasts, track spending against the approved budget, explain variances, and obtain approval before making additional commitments
Tag expenses clearly by location, purpose or occasion, category, and budget owner, and partner with HR and Finance to distinguish HR expenses from Workspace expenses
Reconcile office credit card transactions with receipts and business purposes, submit documentation on time, and follow up on missing or disputed transactions
Identify practical savings through vendor reviews, demand planning, and reduced waste, while maintaining agreed service standards
Manage employee breakfast and lunch arrangements, including headcount planning, vendor coordination, delivery schedules, food quality, and employee feedback
Coordinate dietary requirements and allergen information with meal providers, and ensure meals are handled and served appropriately
Keep drinking water, coffee machines, snacks, and pantry essentials available, replenished, and maintained, monitoring expiration dates to avoid unnecessary waste
Gather employee feedback on facilities and services, respond to concerns, and keep people updated until issues are resolved
Assist employees and visiting colleagues with approved hotel bookings, car services, and other local travel arrangements in line with company policy
Plan monthly employee engagement activities with HR and the Workspace team, reflecting local culture and employee interests within approved budgets
Coordinate local and international celebrations, office events, and leadership visits once the required admin and budget approvals are in place
Communicate approved regional holidays and relevant office service changes to employees by email, in coordination with HR
Maintain a safe and secure workplace through regular checks, prompt reporting of hazards, and coordination with building management, Security, and relevant internal teams
Coordinate fire drills, evacuation readiness, emergency contact lists, and employee awareness of emergency procedures, keeping exits and emergency access routes clear
Track inspections and servicing of fire safety equipment with building management and qualified providers, arranging refills or replacements when due and retaining service records
Keep a well-stocked first-aid kit available, check expiration dates regularly, arrange replenishment, and coordinate with designated trained responders when assistance is needed
Maintain an emergency escalation plan covering employee safety incidents, building issues, and major service disruptions, documenting incidents and tracking corrective actions
Provide after-hours emergency coordination, including weekends and holidays when required, under an agreed escalation and coverage arrangement, escalating promptly and coordinating backup support
Supervise routine housekeeping and weekly deep cleaning, using checklists that cover work areas, meeting rooms, restrooms, pantry areas, and shared spaces
Monitor hygiene standards, waste collection, and housekeeping quality, following up promptly on deficiencies and maintaining cleaning records
Coordinate pest-control inspections or service visits every two weeks, and arrange treatment or fumigation when qualified providers assess it as necessary, with appropriate approvals and employee communication
Schedule disruptive cleaning or treatment activities to minimize interruption, and follow the provider’s instructions for safe access and re-entry
Partner with HR to prepare welcome kits, workplace access, seating, and local office orientation for new hires
Work with IT and HR to coordinate laptop delivery and setup before each new hire’s start date, tracking readiness and escalating delays to the responsible team
Support HR with meeting room bookings and office arrangements for induction sessions
Coordinate with HR and IT to collect laptops, access cards, and other company assets from departing employees, maintaining handover records and obtaining confirmation from the responsible teams
Follow company policies and coordinate with relevant internal specialists and vendors to meet applicable local requirements for office operations
Maintain organized records of contracts, expenses, inventories, safety checks, and service schedules, handling employee and business information confidentially
Share regular updates with Workspace leadership on service performance, budgets, employee concerns, risks, and outstanding actions, recommending improvements and tracking their implementation

Benefits

Competitive salary and ESOP grant (where applicable)
High-quality medical, dental, and vision insurance (including company-matched HSA)
401(k) company match
Generous combination of vacation time, sick days, special occasion time, and company-wide holidays
Substantial maternity and paternity leave benefits and compassionate work environment
Flexible working hours to suit everyone
Wellness stipend for a healthier you!
Free lunch is provided in our offices daily
Pet-friendly work environment and robust pet insurance policy - because we love our animals!
Employee Assistance Program (EAP)