Job Description

The Site Administrator, a member of the Regional Business Support and Site Leadership organisation for the APAC region, owns the day-to-day workplace operations across Milestone's India office sites. The role is responsible for delivering safe, efficient, and well-managed workplaces through effective facilities management, vendor management, workplace projects, office administration, and operational excellence, ensuring the offices are fully equipped to support business needs.

The Site Administrator partners closely with the local management team, APAC Business Support teams, and People & Culture, to drive workplace standards, support regional initiatives, and continuously enhance the workplace experience across India. This role reports to the Office Manager, Asia-Pacific, based in Singapore.

Key Responsibilities:

• Oversee day-to-day operations across India office sites, ensuring a safe, well-maintained, and productive workplace to support the business.

• Own the day-to-day office administration including reception services and visitor management, meeting room coordination, mail and courier services, and ensuring a professional experience for employees, candidates, partners and customers.

• Manage end-to-end relationship with landlords, building management, and external vendors, ensuring service quality, cost effectiveness, regulatory compliance, and timely delivery of facilities and workplace services for India office sites.

• Own the office operating budget by managing operational expenditure, monitoring budgets, processing purchase requisitions, purchase orders, invoices, and vendor payments, while identifying opportunities for cost optimisation and operational efficiencies.

• Lead workplace projects including office moves, workspace reconfigurations, office renovations, branding initiatives, and other workplace improvements, managing projects from planning through execution, to support business needs.

• Drive workplace excellence through continuous improvement initiatives by identifying and implementing workplace improvements, establishing preventive maintenance, maintaining workplace standards, and coordinating emergency preparedness and business continuity activities across all India office sites.

• Partner with local site management to plan and deliver site-wide activities, leadership visits, customer engagements, and on-site or off-site meetings, ensuring seamless coordination of workplace operations, logistics, and vendor services from planning through execution.

• Act as the local extension of the APAC P&C team by coordinating employee onboarding and offboarding logistics, employee engagement activities, training logistics, and the local execution of regional and global People initiatives.

• Partner with APAC IT to ensure workplace IT readiness for employees, including equipment inventory, workstation setup, office infrastructure coordination, onboarding, offboarding, and asset management

• Manage India internal site communications across channels such as info screens, Viva Engage, Xplore, and email communications, ensuring timely and consistent communication of organisation updates and site information.

Qualifications & Experience

• Bachelor's degree in Business Administration, Communications, Hospitality Management, or a related field.

• 3–5 years of experience in office administration, workplace operations, facilities management, or a similar support role.

• Experience working in a multinational environment and supporting employee engagement initiatives is preferred.

• Proven ability to manage vendors, office facilities, procurement, and administrative processes.

• Strong organizational, communication, and stakeholder management skills.

• Proficient in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).

• Detail-oriented, proactive, and able to manage multiple priorities independently.

• Demonstrates a customer-service mindset, professionalism, discretion, and sound judgment when handling sensitive information.

How we support you:

• Individual development plans aligned with your career goals

• Access to training, learning resources, and certifications

• Flexible working arrangements

• Supportive leadership and regular feedback

• Opportunities for cross-functional and cross-regional collaboration

• Social activities and spaces to connect with colleagues

Call to Action:

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Milestone Systems is a leading provider of data-driven video technology software. Our portfolio includes XProtect video management software, Arcules video surveillance as a service, and BriefCam analytics. We amplify what organizations of any size can see, do, and achieve with video. Guided by our People First mindset - freedom, inclusion, and togetherness - we always consider our employees, partners, and communities in everything we do.