Summary

Job Title: Office Manager

Location: Mumbai

Department: Administration

Job Type: Full Time

Key Responsibilities:

Office Administration & Facility Management

• Oversee and manage office operations to ensure a well-organized and efficient work environment.
• Maintain office supplies inventory, procure materials as needed, and ensure cost-effective purchasing.
• Manage vendor relationships for office supplies, IT support, facility maintenance, and security services.
• Ensure that all office equipment, including printers, phones, and IT infrastructure, is functioning properly.
• Supervise office cleanliness, sanitation, and upkeep in coordination with housekeeping services/ service centre’s reception
• Manage office space allocation and oversee any office renovations or workspace modifications; including tracking office lease expiry.
• Ensure compliance with local regulatory requirements and company policies.
• Procurement of any require office insurances.

Travel & Logistics Management

• Coordinate travel arrangements, including flights, accommodations, transportation, and visa applications for employees.
• Liaise with travel agencies and negotiate corporate rates for travel and lodging.
• Maintain a travel database, track expenses, and ensure adherence to company travel policies.

Vendor & Procurement Management

• Identify, onboard, and manage vendors and service providers to ensure quality services at competitive rates; and adhere to AGP’s vendor onboarding process.
• Negotiate contracts and agreements for office utilities, catering, IT services, and other operational needs.
• Ensure timely procurement and cost control for office-related expenses.

Event Planning & Coordination

• Organize and oversee office events, meetings, conferences, and corporate gatherings.
• Assist in planning internal employee engagement initiatives and celebrations.
• Coordinate hospitality arrangements for visitors, including scheduling, accommodations, and catering.

HR & Administrative Support

• Assist the HR in managing employee onboarding processes, including desk setup and welcome kits.
• Maintain office documentation, records, and administrative files.
• Act as a liaison between management and employees for office-related inquiries.
• Support HR functions such as health & safety compliance, and workplace policies.
• Act as Business Continuity Manager for the Mumbai office

IT & Communications Support

• Coordinate with IT teams to ensure smooth operation of office systems and software; including IT set up for new joiners.
• Manage communication tools such as conference rooms, projectors, and teleconferencing equipment.
• Act as a point of contact for troubleshooting basic IT issues in collaboration with the IT department.

Qualifications & Experience:

• Bachelor’s degree in business administration, Management, or a related field.
• 5+ years of experience in office management, administration, or a similar role. Ideally understands the dynamic environment at startup phase.
• Experience in managing travel, facilities, and vendor relations.
• Strong knowledge of office procedures, policies, and compliance requirements.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and office management software.
• Familiarity with procurement and budgeting processes.

Key Skills & Competencies:

• Positive disposition with a can-do attitude.
• Strong stakeholder management.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to multitask and work under pressure in a fast-paced environment.
• High level of professionalism, integrity, and confidentiality.
• Proactive approach with problem-solving abilities.
• Strong negotiation and vendor management skills.
• Ability to work independently and take initiative.