Executive -Office Operations

Who we are :

Mediaocean provides end-to-end software and AI for advertising, making content more accessible around the world. Our vision is a perpetually thriving media industry where marketing drives sustainable growth for the global economy. With over $200 billion in annualized ad spend running through its platforms, the company supports 100,000 users across the globe. Mediaocean owns and operates , the industry’s trusted system of record for media management and finance; , the leading independent ad tech platform for creative, delivery, measurement, and optimization; and , an integrated solution for ad verification and brand safety. Visit for more information.

What you will do -

We are looking for a proactive and customer-focused Executive /Senior Executive who will be responsible for end-to-end facility management and front office operations. The role requires creating a welcoming office environment, managing administrative tasks, ensuring smooth day-to-day operations, and coordinating with internal teams and external vendors to maintain high workplace standards.

Key Responsibilities:

Front Office & Guest Management

• Act as the first point of contact for employees, visitors, and guests.
• Handle incoming calls, emails, and inquiries and direct them appropriately.
• Manage front desk operations efficiently and professionally.

Facility Management & Operations

• Oversee complete facility management including pantry services and office upkeep.
• Ensure cleanliness, hygiene, and maintenance of the office premises at all times.
• Coordinate with building management for parking, access cards, security, and visitor handling.
• Maintain security and telecommunications systems.

Vendor & Inventory Management

• Identify, onboard, and manage vendors to ensure quality service delivery.
• Handle procurement activities including vendor shortlisting and purchase order processing.
• Monitor and maintain stock levels of office supplies and facilities-related materials.
• Maintain monthly inventory and compliance reports.

Finance & Administration Support

• Manage end-to-end invoicing processes from vendor receipt to Finance submission.
• Track and monitor office expenses, budgets, and cost reports.
• Prepare petty cash reports and maintain expense records.
• Maintain accurate documentation, records, and MIS reports.

Employee Engagement & Support

• Coordinate and support internal and external office events.
• Manage employee engagement activities such as birthday/anniversary mailers and swag distribution.
• Handle employee ID cards and access management.

Data Management & Reporting

• Maintain records, files, and MIS dashboards.
• Generate monthly attendance and leave reconciliation reports.
• Ensure timely reporting and accuracy in administrative data.

Cross-functional Collaboration

• Work closely with HR, Finance, Recruitment teams, and senior leadership.
• Provide administrative and operational support across departments.
• Assist in asset management and tracking.

External Coordination

• Handle external administrative tasks such as statutory dealings.
• Manage incoming and outgoing mail, courier, and package handling.

Who you are :-

Key Skills & Competencies:

• Strong customer service and communication skills
• Excellent organizational and multitasking abilities
• Strong stakeholder management skills
• Problem-solving mindset with attention to detail
• Ability to work independently and collaboratively
• High sense of ownership and accountability
• Adaptability and proactive approach

Qualifications & Experience:

• Bachelor’s degree in any discipline
• 3 – 6 years of experience in facilities management, administration, front office, housekeeping, event management, pantry services, MIS, procurements & compliance management
• Proficiency in MS Office and basic reporting tools

Behavioral Expectations:

• Customer-oriented approach with a positive attitude
• Strong sense of responsibility and pride in work
• Team player with willingness to support others
• Ability to handle multiple priorities effectively

Why Mediaocean:

• Mediclaim Policy (TotalCoverage: 7 Lakhs/year). Term Life and Accidental Insurance.
• Inclusive workplace environment.
• Professional development opportunities within our Learning& Development programs.
• Health Benefits – Health Check-ups, Fitness Activities.
• Belong@Mediaocean affinity based groups of colleagues to create community.
• All of these benefits/perks are effective on the date of hire.

We would hate to miss out on your application because you do not meet every requirement – transferrable skills and education will also be considered, so please do not hesitate to apply!

Mediaocean recognizes our true strength and value shine when all our team members feel there is space in the conversation for their voices, thoughts, ideas, perspectives, and concerns. Mediaocean is committed to being an equal opportunity employer, and we consider all applicants regardless of their age, race, color, gender, sexual orientation, ethnicity, religion, national origin, disability, or veteran status.