About Certinal

Certinal is a fast-growing SaaS company focused on helping organizations digitize, automate, and securely manage agreements and business processes. As we scale across teams and geographies, we are looking for a proactive and highly dependable Operations Associate to support the company’s day-to-day operations.

About the Role

Location: Bengaluru (5 days WFO)

Experience: 2+ years

Employment Type: Full-time

Reporting to: Senior Manager – Strategy & Operations

We’re looking for a proactive, dependable, and highly organised Operations Associate to help keep Certinal running smoothly as we scale. This is a hands-on, cross-functional role for someone who enjoys solving problems, coordinating multiple moving parts, and taking complete ownership of execution. You’ll work closely with teams across HR, Finance, Marketing, Sales, IT, Administration, and Leadership, and support a wide range of day-to-day business operations.

The role is ideal for someone who thrives in a fast-paced startup environment, is comfortable wearing multiple hats, and believes that no task is too small when it contributes to a better employee or business experience.

What You’ll Do: 

You will manage and support operational activities across the organisation, including:

Travel and Logistics

• Manage end-to-end domestic and international travel for employees and leadership.
• Coordinate flights, hotels, cabs, visas, travel insurance, itineraries, cancellations, and refunds.
• Work with travel partners and ensure bookings are timely, cost-effective, and policy-compliant.

HR and Employee Operations

• Coordinate employee onboarding and offboarding.
• Support documentation, background verification, asset allocation, access setup, induction schedules, and exit clearances.
• Maintain employee records and operational trackers.
• Assist with interview scheduling, candidate travel, employee letters, benefits coordination, and other HR operations.

Vendor and Procurement Management

• Identify, onboard, and manage vendors across different business requirements.
• Obtain and compare quotations, negotiate commercials, and coordinate purchase approvals.
• Procure office supplies, laptops, IT accessories, furniture, merchandise, event materials, and other operational requirements.
• Track vendor contracts, invoices, payments, performance, and renewal timelines.

Events and Field Marketing

• Support conferences, exhibitions, trade shows, customer events, partner events, and other in-person marketing activities.
• Coordinate venues, booths, branding materials, merchandise, travel, accommodation, shipping, and on-ground logistics.
• Work closely with Marketing, Sales, external agencies, and vendors to ensure seamless event execution.
• Track event budgets, invoices, and post-event reconciliations.

Reimbursements and Expense Coordination

• Review and coordinate employee reimbursement submissions.
• Ensure expenses are supported by the required documentation and comply with internal policies.
• Maintain reimbursement and expense trackers.
• Work with employees and Finance to resolve discrepancies and ensure timely processing.

Employee Engagement and Workplace Experience

• Plan and coordinate employee activities, celebrations, team outings, offsites, wellness initiatives, and recognition programmes.
• Manage welcome kits, gifts, merchandise, festival celebrations, and special-occasion initiatives.
• Support town halls, leadership meetings, internal events, and employee communication.
• Help create a positive, organised, and engaging workplace experience.

Office, Facilities, and Asset Operations

• Support day-to-day office administration and facilities management.
• Coordinate housekeeping, maintenance, security, pantry, utilities, repairs, and office supplies.
• Maintain inventory and asset records.
• Manage asset allocation, tagging, transfers, repairs, replacements, and recovery.
• Coordinate workspace planning, seating arrangements, office moves, and visitor logistics.

Cross-Functional Operations

• Support teams with documentation, approvals, subscriptions, renewals, licences, couriers, shipping, and special projects.
• Assist with leadership visits, customer meetings, partner visits, and business travel logistics.
• Maintain operational checklists, trackers, standard operating procedures, and process documentation.
• Identify gaps and suggest practical ways to improve efficiency, cost, and employee experience.
• Support new office setups, geographical expansion, remote employee logistics, audits, and compliance-related coordination.

What We’re Looking For

• At least 2 years of experience in operations, administration, HR operations, workplace management, travel management, or a similar role.
• Strong ownership and a willingness to take responsibility from start to finish.
• Excellent planning, coordination, and multitasking skills.
• Strong attention to detail and comfort working with trackers, invoices, budgets, and documentation.
• Good communication and stakeholder-management skills.
• Ability to work independently and respond calmly to urgent or last-minute requirements.
• A practical, problem-solving mindset.
• Comfort working across teams and handling a broad range of responsibilities.
• Proficiency in Google Workspace or Microsoft Office.
• High levels of integrity, discretion, and professionalism.