Role & responsibilities

The Office Operations Manager is responsible for overseeing the day-to-day administrative and operational functions of the organization, ensuring smooth business operations and an efficient workplace. This role serves as the central point of coordination across administration, facilities, vendor management, HR operations, finance coordination, compliance, procurement, and employee engagement. The ideal candidate is highly organized, proactive, detail-oriented and capable of managing multiple priorities in a fast-paced software company environment.

Key Responsibilities

Office Administration & Operations

- Manage the overall functioning of the office and ensure operational efficiency.
- Develop and implement office policies, procedures, and best practices.
- Maintain office infrastructure, equipment, supplies, and workspace standards.
- Coordinate with housekeeping, security, facility management, and maintenance teams.
- Manage travel arrangements, accommodation, and logistics for employees and visitors.

Vendor & Procurement Management

- Identify, negotiate, and manage relationships with vendors and service providers.
- Oversee procurement of office supplies, IT assets, furniture, and other operational requirements.
- Track vendor contracts, renewals, and service-level agreements.
- Ensure timely processing of vendor invoices and payments in coordination with the finance team.

HR Operations Support

- Coordinate employee onboarding and offboarding activities.
- Maintain employee records and HR documentation.
- Support payroll inputs, attendance, leave management, and employee benefits administration.
- Coordinate employee engagement initiatives, celebrations,



and wellness programs.
- Assist in implementing HR policies and maintaining compliance with company policies.

Finance & Administrative Coordination

- Coordinate with the finance team on office expenses, reimbursements, invoices, and budgeting.
- Monitor operational expenses and identify opportunities for cost optimization.
- Maintain records of operational expenditures and purchase documentation.

Compliance & Documentation

- Ensure compliance with statutory, legal and workplace regulations.
- Maintain licenses, insurance records, contracts and company documentation.
- Coordinate audits related to administration and operations.
- Ensure adherence to health, safety, and workplace security standards.

IT & Asset Management

- Coordinate with the IT team for employee asset allocation and recovery.
- Maintain inventory of laptops, accessories, software licenses, and office assets.
- Support office infrastructure planning for new hires and workspace expansion.

Employee Experience

- Create and maintain a positive, organized, and collaborative work workplace.
- Plan office events, team celebrations, and employee engagement activities.
- Address employee operational concerns and ensure timely resolution.

Process Improvement





- Identify opportunities to improve operational efficiency through automation and process enhancements.
- Develop and maintain standard operating procedures (SOPs).
- Prepare operational reports, dashboards, and management updates.

Qualifications

- Bachelor's degree in Business Administration, Management, Social Work.
- MBA or relevant certifications are preferred.

Experience

- 2-5 years of experience in office administration, operations, or business support functions.
- At least 2 years of experience in a software, IT services or startup environment.

Required Skills

- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Vendor negotiation and stakeholder management.
- Knowledge of HR operations and finance coordination.
- Budget management and cost control.
- Strong problem-solving and decision-making skills.
- High level of integrity and confidentiality.
- Proficiency in Microsoft Office/Google Workspace and office management tools.
- Experience with HRMS, ERP, or procurement systems is an added advantage.

Key Competencies

- Leadership and team coordination
- Ownership and accountability
- Attention to detail
- Planning and execution
- Time management
- Adaptability in a dynamic work environment
- Customer and employee service orientation

Key Performance Indicators (KPIs)

- Office operational efficiency and uptime
- Budget adherence and cost optimization
- Vendor performance and contract compliance
- Employee satisfaction with office services
- Timely onboarding and offboarding coordination
- Compliance and audit readiness
- Procurement turnaround time
- Employee engagement activity execution

📌 Operations Manager (Mangalore)
🏢 Trident Tech Lab
📍 Mangalore