Office Administrator

About Quvia:
Quvia is building the digital fabric between edge and cloud. Our platform uses AI and machine learning to orchestrate connectivity across satellite, terrestrial, and hybrid networks so customers can move and manage data in the world's most network constrained environments.
We partner with global leaders in aviation, maritime, energy and other industries where connectivity is variable and complex, and digital services depend on reliable data movement. As companies deploy AI, automation and data-driven systems at the edge, Quvia provides the platform needed to unlock the full potential of their data and build value above the network.
Quvia is a fast growing, Series A company backed by Colombia Capital ($5B+ in fund commitments. It is headquartered in the greater Miami area with offices in the UK and India.
Learn more atwww.quvia.ai and www.linkedin.com/company/quvia.
Why Quvia?
Founded in 2019, we are a fast-growing, Series A tech startup passionate about making connectivity experiences better for everyone.
Our industry-first solutions are already addressing major challenges for companies in the travel and transportation industries–and we’re just getting started.
As an early-stage company’s new hires will have the opportunity to make a significant impact on our growth trajectory.
We are headquartered in the greater Miami region, with remote teams spanning the U.S., Europe and India.
Quvia is backed by Columbia Capital, a respected venture capital firm founded in 1989 that has raised over $5 Bn of fund commitments.
About the Role
We are seeking an Office Administrator to serve as the operational backbone of our organization, taking full ownership of workplace operations, facility management, vendor ecosystems, travel logistics, and employee engagement.
While this position operates primarily during standard office business hours, it carries operational responsibility for high-priority incidents. It requires on-call availability to handle critical emergencies, employee travel disruptions, and urgent facility matters outside standard hours.
What You Will Do (Key Responsibilities & Deliverables)
1. Office Administration, Infrastructure & Facilities
Daily Operations: Oversee all physical and administrative office functions during regular business hours to maintain an uninterrupted, premium workplace environment.
Facility Maintenance: Manage structural, electrical, HVAC, plumbing, and aesthetic maintenance schedules for all office floors.
Housekeeping & Security: Direct daily operations of third-party housekeeping and security teams, auditing hygiene and safety standards daily.
Consumables Management: Oversee end-to-end inventory, procurement, and usage tracking for office supplies, stationery, and housekeeping materials.
Cafeteria & Pantry Services: Supervise daily food, beverage, snack, and drinking water services for all shifts; monitor quality, vendor hygiene, and cafeteria seating flow.
Asset Tracking & Sustainability: Maintain the Non-IT Fixed Asset Register and driver eco-friendly practices (e-waste management, energy conservation).
Statutory Compliance: Manage visits, documentation, and coordination with government bodies, municipal authorities, and building management teams.
2. Travel, Mobility & Emergency Support
Travel Operations: Direct end-to-end travel booking workflows for executive leadership and employees across domestic and international sectors.
Itineraries & Accommodation: Secure flights, train bookings, long/short-stay accommodations, and tailored itineraries.
Visas & Documentation: Oversee visa applications, embassy submissions, invitation letters, and travel insurance coverage.
On-Call Emergency Support: Serve as the primary escalation point outside regular business hours to resolve urgent travel disruptions, unexpected cancellations, or transit issues.
Ground Transportation: Coordinate daily commuter transportation, airport transfers, and dedicated cab services.
3. Employee Services & Workplace Experience
Onboarding Logistics: Coordinate physical workspace setup, welcome documentation, and day-one administrative orientation for new hires.
Health Insurance Desk: Oversee employee additions, deletions, and claims processing for Group Mediclaim (GMC) and Personal Accident policies.
24/7 Medical Assistance: Act as the emergency escalation contact during after-hours medical situations or hospitalization emergencies involving employees.
Access Control & Seating: Manage the complete lifecycle of ID cards and physical access cards alongside dynamic office seating charts.
Merchandise & Celebrations: Procure and manage inventories for welcome kits, company merchandise, festival hampers, and personal milestone celebrations.
Smart Workplace Tools: Implement and manage automated administrative tools (e.g., visitor management systems, desk-booking platforms, internal helpdesk ticketing).
4. Procurement, Vendor Operations & Financial Coordination
Specialized Procurement: Lead sourcing, evaluation, and purchasing for server room infrastructure and specialized IT hardware (excluding laptops and monitors).
Vendor Lifecycle & SLAs: Identify, onboard, evaluate, and negotiate with service providers; establish strict Service Level Agreements (SLAs) and quarterly vendor scorecards.
Finance Alignment: Review invoices against Purchase Orders (POs) and delivery receipts, process employee expense reimbursements, and ensure timely vendor payouts with Finance.
5. Events, Culture & Internal Media
Corporate Events: Plan, budget, and execute internal engagement programs, holiday celebrations, offsites, and all-India team meets.
Media & Documentation: Capture high-quality photography and videography at company events, handling basic post-production editing for internal communication channels.
Reimbursement Oversight: Audit and approve employee operational expense claims in compliance with internal travel and administrative policies.
6. Safety, Compliance & Incident Management
ERT Leadership: Act as a core member of the Emergency Response Team (ERT), leading floor evacuations, fire drills, and safety protocols.
After-Hours Incident Management: Remain reachable and responsive outside

Employment type
Full Time

Work arrangement
No