Role highlights:

• Senior Administration Manager

• Location: New Delhi, India

• Department: Operations & Administration

• Reports to: Country Head \ Senior Management, ICEYE India

• Employment type: Permanent

• Workplace model: Hybrid

• Employment is subject to applicable security screening (incl. SUPO, where required)

About ICEYE

ICEYE is a global leader in synthetic aperture radar (SAR) satellite technology, providing persistent monitoring capabilities for governments, enterprises, and humanitarian organisations. ICEYE India is a wholly owned subsidiary established to support ICEYE’s growing presence and operations in the Indian market.

Role Purpose

The Senior Administration Officer is a founding role at ICEYE India with two distinct phases. In the first phase, the role is responsible for assisting with the setup of the India office — from lease execution through fit-out supervision and go-live. In the second phase, the role transitions into steady-state ownership of all administrative, facilities, IT coordination, and office services functions. This is a highly independent position requiring someone who can manage a broad and demanding portfolio with minimal direction, take full ownership of operational and administrative matters, and ensure the India office runs seamlessly from day one.

Key Responsibilities

1. Office Setup (Phase 1 — Priority)

• Coordinate with real estate agents, attend site visits, and maintain a shortlist of office options for leadership review.

• Liaise with landlord representatives through lease execution; manage all related formalities including stamp duty and registration.

• Own the fit-out project: engage contractors, supervise works, track milestones, manage approvals, and ensure on-time, on-budget delivery.

• Set up all utilities, IT infrastructure, furniture, and services to ensure the office is fully operational at go-live.

2. Ongoing Facilities Management (Phase 2 — Steady State)

• Establish and maintain facilities management processes covering preventive maintenance schedules, repairs, housekeeping, pest control, and vendor service contracts.

• Manage relationships with building management, utilities providers, and security agencies on an ongoing basis.

• Ensure workplace health & safety standards are maintained and that the office remains a safe, well-functioning environment as the team grows.

3. IT Coordination & Technology Support

• Serve as the primary on-ground IT point of contact, coordinating with ICEYE’s global IT team to set up local infrastructure: network, servers, workstations, printers, and video-conferencing equipment.

• Ensure cybersecurity policies and access control procedures are adhered to for the India office.

4. Stakeholder Engagement

• Maintain a detailed roster of government contacts and a live tracker of all government meetings, commitments, and follow-up actions on behalf of leadership.

• Schedule meetings with relevant government officials and senior stakeholders; manage invitations, prepare briefing packs, and handle visitor logistics.

• Keep roster of government contacts, protocol officers, and industry association representatives.

5. Executive, Meeting & Reception Support

• Manage scheduling, logistics, and preparation for internal and external meetings, townhalls, and board-level visits.

• Own conference room bookings: maintain the rooms calendar, ensure rooms are set up and equipped ahead of each meeting, and manage conflicts or priority escalations.

• Draft agendas, prepare meeting rooms, and arrange catering.

• Provide personal assistance support to visiting senior executives as required.

• Manage the India office calendar and coordinate across time zones with ICEYE’s global offices (Finland, UK, US, and others).

• Act as the office’s first point of contact — temporarily serving as receptionist: greeting visitors, managing incoming calls and couriers, and ensuring a professional front-of-house experience until a dedicated resource is hired.

6. Travel & Visitor Management

• Coordinate end-to-end travel logistics for staff visiting India from ICEYE’s global offices: flights, visas, accommodation, airport transfers, local transport, and guest itineraries. We use TravelPerk for internal travel.

• Maintain relationships with preferred travel agencies, hotels, and car hire vendors; negotiate corporate rates.

• Ensure a welcoming and well-organised experience for all international visitors.

7. Procurement & Vendor Management

• Source, evaluate, and onboard vendors for office supplies, pantry, housekeeping, courier, printing, and other consumables.

• Raise purchase orders, track deliveries, and verify invoices in coordination with the finance team.

• Periodically review and renegotiate vendor contracts to ensure value for money.

• Maintain an organised inventory of office supplies, stationery, and consumables.

8. HR & Employee Experience Support

• Assist and partner with the HR Global function with onboarding logistics for new joiners: workstation setup, access cards, welcome kits, and office orientation.

• Coordinate employee welfare initiatives, team events, celebrations, and CSR activities.

• Manage seating plans and space allocation as the team grows.

• Handle petty cash.

9. Records & Reporting

• Maintain accurate and up-to-date administrative records, contracts, leases, and correspondence files.

• Prepare regular reports on administrative expenditure, facility status, and vendor performance for management review.

• Support internal and external audits by providing necessary documentation.

Qualifications & Experience

Essential

• Bachelor’s degree or higher in Business Administration, Management, or a related field.

• 15+ years of progressive experience in office/facilities administration or office project management, preferably in a technology, aerospace, defence, or multinational environment.

• Demonstrated hands-on experience managing an office setup, fit-out, or relocation project from search through go-live.

• Experience supporting senior executives and managing confidential information with discretion.

• Proficiency in MS Office 365 (Outlook, Word, Excel, Teams, SharePoint).

• Fluency in English and Hindi (written and spoken); additional regional language is a plus.

Preferred

• Prior experience in a start-up, scale-up, or new-market-entry environment; having set up a greenfield office is a strong advantage.

• Familiarity with commercial real estate processes in India: lease negotiation, stamp duty, registration, and landlord coordination.

• Familiarity with IT infrastructure basics (networking, hardware procurement, AV systems).

• Experience working with international teams across multiple time zones.

Working at ICEYE

At ICEYE, you’ll join a diverse and highly engaged team united by the ambition to make the impossible possible. As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. Your growth, wellbeing, and success are a priority, with continuous professional development, training opportunities, and a culture where collaboration is how we win.

How We Work (Our Values)

Make the impossible possible: We set ambitious goals and stay calm under pressure. We bring grit, optimism, and ownership when things get hard, and we keep moving until we find a way.

• Be curious: Go deep, ask questions, listen carefully, and think critically. Understand the “why” behind decisions.

• See the big picture: Stay close to what’s happening across the company so you can make better decisions. Consider how your work affects others.

• Drive effective teamwork: Create psychological safety, invite different perspectives, and build inclusive teams. There are no bad questions.

• Act as one team: We win together. We match tasks to the right owner and stay agile as priorities shift.

• Have fun: What we do matters—and it should be enjoyable. Celebrate progress, take pride in results, and share the wins.

Benefits

Our benefits are designed to support your health and wellbeing, at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process.

Our Commitment to Diversity, Equity, and Inclusion

We want ICEYE to be a place where people can be themselves and do great work. Different backgrounds and perspectives make us stronger, which is why we work to create an environment where people feel included, respected, and able to speak up. Whatever your background, we want you to bring your authentic self to the table.

We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help.

Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com.