Business Operations Executive at Image & Time

JOB DESCRIPTION

• We believe operations is the silent engine behind creativity. The systems, tools, vendors, and workflows that power our business are just as vital as the ideas we bring to life.
• We're looking for a Business Operations Executive who thrives on structure, consistency, and forward-thinking support. You love making things run better, faster, and smarter, and you’re happiest when your work lets others shine. You’ll oversee office operations, facilities, IT administration, and procurement to ensure every part of our business operates at peak efficiency.
• This isn’t just a behind-the-scenes role, it’s about empowering people, processes, and progress.

KEY RESPONSIBILITIES (BEYOND KEEPING THE LIGHTS ON)

Operations & Administration

• Drive the execution of the operations agenda with weekly action tracking and deliverables.
• Provide administrative support to the COO and management team.
• Coordinate daily, weekly, and monthly operations across all business locations.
• Maintain and implement operational policies, SOPs, and documentation.
• Monitor supplies and ensure timely restocking and vendor management.
• Track payments for insurance, licenses, utilities, and other recurring obligations.
• Support corporate memberships, licenses, and compliance-related matters.
• Manage third-party vendors (e.g., cleaners, security, maintenance) with excellence.
• Schedule and manage the use of internal spaces and facilities.

Facilities Management

• Oversee the upkeep of office infrastructure, equipment, and physical assets.
• Ensure compliance with health, safety, and lease agreements.
• Supervise cleaning and maintenance schedules, fuel supply, and utilities.
• Manage facility-related budgets and optimize service delivery.

IT & Digital Infrastructure

• Manage internet service providers and digital subscriptions.
• Maintain the IT asset register and staff device allocation records.
• Track IT credentials and administrative access across platforms.
• Liaise with IT support vendors and coordinate internal requests.
• Procure and maintain staff tech resources, ensuring regular updates and backups.

Procurement & Vendor Management

• Lead procurement for admin and client projects.
• Source, evaluate, and negotiate with suppliers to ensure quality and value.
• Maintain vendor records and manage contract documentation.
• Ensure procurement processes align with internal policies and cost-control goals.
• Collaborate with finance and commercial teams to drive savings and reporting accuracy.
• Implement standardized procurement tools and templates across teams.

REQUIREMENTS

• 3–4 years of experience in office operations, procurement, or facilities/admin roles.
• Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication skills.
• Experience working in a fast-paced or creative environment.
• Proficiency in Microsoft Office, Google Workspace, and project/task management tools.
• Familiarity with procurement or IT asset tracking software is a bonus.