Position: Operations Executive

Company: ZO Space Private Limited

Department: Operations

Location: Head Office, New Delhi

Employment Type: Full-Time

Experience Required: 2–4 Years

Travel: Local travel across Delhi NCR for client meetings, site visits, vendor coordination and operational requirements.

About the Role

ZO Space is looking for a proactive and responsible Operations Executive to manage day-to-day operational activities, client relationships, facility management, vendor coordination and service-related escalations.

The role will primarily focus on ensuring smooth functioning of our coworking and managed office facilities, maintaining service standards, addressing client concerns, coordinating with vendors and ensuring timely resolution of operational issues.

The candidate will act as an important coordination point between clients, facility teams, vendors, landlords and the central management team. The position requires regular client interactions, site visits, operational inspections and the ability to independently manage issues from identification to resolution.

We are looking for someone who takes ownership, is comfortable handling challenging situations and can ensure that operational commitments are fulfilled without constant supervision.

Key Responsibilities

1. Client Relationship Management & Engagement

- Serve as the primary point of contact for assigned clients for day-to-day operational requirements.
- Maintain regular communication with clients to understand their concerns, requirements and feedback.
- Conduct periodic client meetings and site visits to review service quality and address operational concerns.
- Ensure smooth client onboarding, workspace handovers, inductions and ongoing coordination.
- Proactively engage with clients to maintain satisfaction and strengthen long-term relationships.
- Coordinate with internal teams to fulfil client requirements within agreed timelines.
- Maintain client communication records and follow up on pending requests.

2. Escalation & Complaint Management

- Take ownership of client complaints, operational issues and service-related escalations.
- Coordinate with relevant departments and vendors to ensure timely resolution.
- Monitor open complaints and follow up until complete closure.
- Handle difficult client conversations professionally and ensure appropriate communication throughout the resolution process.
- Identify recurring operational issues and recommend corrective and preventive measures.
- Escalate critical matters to senior management with relevant details and proposed solutions.
- Maintain an escalation tracker with issue status, ownership, timelines and closure remarks.

3. Facility & Infrastructure Operations

- Oversee the day-to-day functioning and maintenance of coworking and managed office facilities.
- Conduct regular site inspections to ensure proper upkeep, cleanliness and operational readiness.
- Monitor housekeeping, security, pantry, internet, HVAC, electrical systems, DG sets, UPS and other facility-related services.
- Identify maintenance requirements, operational gaps and infrastructure-related issues.
- Coordinate preventive maintenance and ensure timely resolution of breakdowns.
- Ensure facilities are maintained in accordance with company standards and client commitments.
- Maintain records of assets, inventory,



maintenance schedules and operational checklists.

4. Vendor Management & Coordination

- Coordinate with housekeeping, security, maintenance, internet, electrical, HVAC and other service vendors.
- Ensure vendors deliver services as per agreed scope, quality standards and timelines.
- Conduct regular vendor follow-ups and monitor service performance.
- Verify completion of assigned jobs and coordinate for necessary rectifications.
- Identify service deficiencies and report repeated vendor performance issues.
- Coordinate vendor visits, quotations, work approvals and service requirements with the concerned departments.
- Maintain vendor contact details, service records and performance trackers.
- Assist in identifying alternative vendors wherever required.

5. Client Site Visits & Operational Coordination

- Undertake regular visits to client-occupied facilities across Delhi NCR.
- Inspect premises and assess operational requirements, maintenance issues and service quality.
- Meet clients to discuss ongoing requirements, feedback and pending operational matters.
- Coordinate workspace handovers, inspections, snag lists and rectification activities.
- Ensure timely execution of client-specific operational requirements.
- Prepare site visit reports with observations, action points, responsibilities and closure timelines.
- Coordinate with landlords, building management and other external stakeholders wherever required.

6. Client Engagement & Retention Support

- Maintain regular engagement with existing clients and understand their evolving workspace requirements.
- Identify potential dissatisfaction or service-related concerns and proactively address them.
- Coordinate client engagement activities, feedback collection and service reviews.
- Support contract renewals through timely coordination and communication with clients and the relevant internal teams.
- Identify opportunities for additional services and communicate requirements to the sales team.

7. Administration, Compliance & Reporting

- Ensure adherence to internal SOPs, operational policies and facility guidelines.
- Maintain records of operational activities, client complaints, vendor visits and maintenance schedules.
- Coordinate with Accounts for vendor bills, supporting documents and service confirmations.
- Prepare daily, weekly and monthly operational reports.
- Maintain trackers for escalations, pending tasks, site inspections and vendor performance.
- Ensure timely reporting of incidents, safety concerns and compliance-related observations.
- Coordinate with internal departments to ensure smooth execution of operational activities.

Candidate Profile

Educational Qualification

- Graduate in Business Administration, Hospitality Management, Facility Management or a related discipline.

Experience

- 2–4 years of experience in operations, facility management, coworking spaces, business centres, hospitality or client relationship management.




- Experience in handling multiple stakeholders, vendors and client escalations will be preferred.
- Candidates with multi-location facility operations experience will have an added advantage.

Required Skills

- Strong client handling and stakeholder management skills.
- Excellent verbal and written communication.
- Ability to manage escalations and resolve conflicts professionally.
- Good vendor management, negotiation and coordination skills.
- Strong follow-up, execution and problem-solving abilities.
- Working knowledge of facility infrastructure, including HVAC, electrical systems, DG, UPS, internet and housekeeping operations.
- Proficiency in MS Excel, Google Sheets, email and CRM/operations management tools.
- Ability to prepare reports, maintain trackers and document operational activities.
- Willingness to travel across Delhi NCR for site visits and operational coordination.

Performance Expectations & KPIs The candidate will be evaluated on the following parameters:

1. Client Satisfaction: Timely response to client concerns, service quality and regular client engagement.
2. Escalation Management: Timely resolution and closure of complaints within defined SLAs.
3. Vendor Performance: Service quality, response time, accountability and adherence to agreed deliverables.
4. Facility Management: Overall upkeep, maintenance, cleanliness and operational readiness of assigned facilities.
5. Site Visit & Inspection Compliance: Completion of scheduled site visits, inspections and reporting.
6. Issue Resolution: Proactive identification of operational gaps and effective corrective action.
7. Reporting & Documentation: Accuracy and timely submission of operational reports and trackers.
8. Client Retention Support: Proactive engagement and coordination to address client concerns and support renewals.

What We Offer

- Competitive fixed monthly salary.
- Performance-based incentives, wherever applicable.
- Travel allowance for official site visits and operational assignments.
- Exposure to multi-location coworking and managed office operations.
- Opportunity to work directly with senior management and take ownership of operational responsibilities.
- Career growth opportunities into Senior Operations Executive, Operations Manager and Cluster Operations roles.

Important Note

This is a field-oriented and execution-driven operations role. The candidate must be comfortable with frequent client interactions, site visits, vendor coordination, facility inspections and handling operational escalations.

This is not a pure sales, desk-based administrative or front-desk position. We are looking for someone who can independently manage responsibilities, take ownership of issues and ensure timely execution and closure.

About ZO Space

ZO Space is a coworking and managed office solutions provider offering versatile workspace solutions to businesses and corporate clients. We operate and manage commercial workspaces while working closely with property owners, landlords, vendors and corporate occupiers.

Our focus is on delivering professionally managed workspaces through efficient operations, reliable service delivery and strong client relationships.

To Apply

Interested candidates can share their updated CV at [email protected].

Subject Line: Application – Operations Executive

📌 Operations Executive (Saket)
🏢 ZO Spaces Coworking and Managed Offices
📍 Saket