Operations & Admin Manager  

 

This position is a central operational and coordination role that combines strategic execution, internal coordination, and hands-on administration to maintain smooth day-to-day operations and compliance.

Key Responsibilities

1. Corporate Governance & Compliance
•    Act as corporate secretary, supporting documentation, workflows, and archiving
•    Ensure compliance with statutory obligations and investor reporting requirements
•    Maintain accurate corporate records and governance documentation
•    Liaise with auditors, investors, and legal advisors as needed
•    Assist in planning leadership meetings, board materials, and investor reporting

2. Cross-Functional Coordination
•    Facilitate communication and alignment across teams
•    Ensure information flows effectively between leadership and employees
•    Support execution of cross-functional projects and initiatives
•    Help remove operational bottlenecks and improve internal processes

3. Administration & Office Operations
•    Manage office administration and daily operations in the office
•    Oversee reimbursements, per diems, and administrative workflows
•    Manage contracts, vendors, and service providers (e.g., mobile/data services)
•    Track and manage digital tools and cloud service licenses
•    Ensure office functionality, supplies, cleanliness, and logistics

4. Financial Administration Support
•    Register and track company expenses
•    Handle invoices and support financial reporting processes
•    Coordinate with accounting and finance partners
•    External Communication & Stakeholder Management
•    Act as a point of contact for external inquiries via company email channels
•    Filter, respond to, or redirect inquiries appropriately
•    Communicate with authorities (e.g., Kela, Tax Office, TE Office, ELY Centre) on behalf of the company and employees
•    Maintain awareness of regulatory processes and requirements

5. HR, Recruitment & Team Support
•    Support HR processes and recruitment activities
•    Assist with onboarding and employee administration
•    Provide day-to-day support to team members as needed
•    Help foster a positive and efficient workplace environment

6. Events, Travel & Logistics
•    Plan and coordinate business trips and travel arrangements
•    Organize company participation in events and conferences
•    Manage logistics for meetings, guest visits, and internal events

7. Special Projects & Operational Improvement
•    Lead or support high-priority internal projects
•    Identify inefficiencies and propose improvements
•    Take ownership of ad hoc tasks as assigned by the Managing Director

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