Administrative Services Manager

The role

Nebius is looking for an experienced Administrative Services Manager to oversee the day-to-day business and workplace operations of our Oklahoma Data Center.

This role will serve as the operational backbone of the site, ensuring administrative services, workplace operations, vendor management, procurement, physical access coordination, and site support functions operate smoothly while enabling our engineering and logistics teams to focus on building and operating world-class AI infrastructure.

You will partner closely with Data Center leadership, Logistics, Procurement, Security, IT, Workplace Services, building management, and external vendors to establish scalable operational processes and support the continued growth of the facility.

This is a highly autonomous, hands-on role for someone who enjoys building structure in a fast-paced, rapidly scaling environment. Although you will support a mission-critical data center, this position is focused on business operations and workplace services rather than technical infrastructure management.

This role is based on-site in Oklahoma, Monday through Friday

Your responsibilities will include: 

• Serve as the primary administrative and workplace operations lead for the Oklahoma Data Center.
• Manage day-to-day site operations and ensure the workplace remains organized, stocked, operational, and ready to support employees and visitors.
• Act as the primary liaison with building management for facility requests, shared services, space planning, and operational issues.
• Coordinate office layouts, workspace assignments, meeting rooms, common areas, furnishings, equipment, break areas, and workplace amenities.
• Support office expansions, renovations, workplace improvements, and facility-related projects.
• Manage procurement of office supplies, workplace equipment, PPE, and other non-technical operational materials.
• Establish and maintain relationships with vendors, contractors, and third-party service providers.
• Coordinate shipping, courier services, catering, cleaning, waste management, maintenance, and other workplace services.
• Process purchase requests, purchase orders, invoices, expenses, and vendor documentation in accordance with procurement policies.
• Monitor vendor performance, service quality, contracts, and deliverables.
• Coordinate employee, contractor, and visitor access, including badges, onboarding, and physical access administration.
• Partner with Security and building management on visitor procedures, after-hours access, deliveries, emergency preparedness, and safety initiatives.
• Develop, document, and continuously improve SOPs, workplace policies, and administrative processes.
• Coordinate onboarding and offboarding logistics with HR and IT, including workspace setup, equipment requests, welcome materials, and employee resources.
• Support executive visits, customer meetings, audits, training events, and company initiatives through planning and logistical execution.
• Partner with Logistics on incoming deliveries, storage requirements, and operational support activities.
• Track operational expenses, vendor performance, workplace metrics, and administrative reporting.
• Identify opportunities to improve employee experience, operational efficiency, and administrative processes as the organization scales.
• Balance multiple competing priorities and respond quickly to urgent operational needs.

We expect you to have: 

• 5+ years of experience in office management, workplace operations, administrative services, facilities coordination, site operations, or business operations.
• Experience supporting fast-paced operations within technology, logistics, manufacturing, data centers, industrial environments, or other mission-critical organizations.
• Experience managing vendors, contractors, procurement activities, and third-party service providers.
• Experience coordinating workplace expansions, office improvements, renovations, or facility-related projects.
• Experience managing budgets, purchase orders, invoices, expense tracking, and operational reporting.
• Demonstrated ability to develop SOPs, documentation, policies, and scalable operational processes with minimal direction.
• Strong project coordination, organizational, and multitasking skills.
• Excellent customer service, communication, and relationship-building abilities.
• Professional presence and experience interacting with executives, customers, vendors, employees, and cross-functional stakeholders.
• Advanced proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Demonstrated ability to work independently, prioritize competing demands, and maintain a high level of ownership and accountability.
• Ability to work onsite Monday through Friday and occasionally support business needs outside standard working hours.
• Strong written and verbal English communication skills.

It will be an added bonus if you have: 

• Experience supporting data center, cloud infrastructure, critical facilities, industrial, or other mission-critical operations.
• Experience working within a startup, high-growth, or rapidly scaling organization.
• Familiarity with Microsoft Teams, Slack, Jira, Confluence, or workplace management platforms.
• Experience with physical security, visitor management systems, workplace safety programs, or access-control processes.
• Event planning, executive support, or corporate hospitality experience.
• Knowledge of procurement systems, ERP platforms, or facilities management software.
• Experience supporting compliance initiatives or operational audits.
• Experience establishing workplace operations or administrative processes for a new or rapidly expanding site.

Key employee benefits in the US:

• Health insurance: 100% company-paid medical, dental, and vision coverage for employees and families.
• 401(k) plan: Up to 4% company match with immediate vesting.
• Parental leave: 20 weeks paid for primary caregivers, 12 weeks for secondary caregivers.
• Remote work reimbursement: Up to $85/month for mobile and internet.
• Disability & life insurance: Company-paid short-term, long-term and life insurance coverage.