Office ManagerJob Overview

We are looking for a proactive, organised, and dependable Office Manager to take ownership of the day-to-day administration and smooth functioning of our office.

The Office Manager will be responsible for office facilities, vendors, supplies, maintenance, employee coordination, documentation, expenses, and general administration.

The ideal candidate should be someone who can identify problems, take ownership, and get things resolved without requiring constant follow-up from management.

Key ResponsibilitiesOffice Administration

- Manage the day-to-day functioning of the office.
- Ensure the office remains clean, organised, professional, and fully operational.
- Coordinate with employees regarding general office and administrative requirements.
- Maintain office records, documents, agreements, invoices, and administrative files.
- Manage incoming and outgoing couriers, parcels, and documents.
- Coordinate visitors, meetings, conference rooms, and internal office requirements.
- Manage employee access cards, keys, lockers, seating arrangements, and related requirements.

Facilities & Maintenance
- Ensure all office facilities are functioning properly, including:
- Air conditioning
- Electricity
- Internet and Wi-Fi
- Lighting
- Plumbing
- Furniture
- Office equipment
- Pantry facilities
- Security systems
- Coordinate repairs and maintenance with electricians, plumbers, AC technicians, carpenters, IT technicians, and other vendors.
- Maintain preventive maintenance schedules for important office equipment.
- Coordinate with building management, landlords, society, or facility-management teams where required.
- Ensure office issues are resolved quickly with minimum disruption to employees.

Vendor Management
- Identify and coordinate with suitable vendors for office requirements.
- Obtain and compare quotations before major purchases or services.
- Negotiate pricing and commercial terms with vendors.
- Maintain a database of approved vendors.
- Monitor vendor quality and service levels.
- Track AMC contracts, service agreements, warranties, and renewal dates.

Office Purchases & Supplies
- Manage stationery, pantry supplies, cleaning materials, office equipment,



and other consumables.
- Maintain adequate stock levels while avoiding unnecessary purchases.
- Coordinate procurement of laptops, mobile phones, furniture, and other office equipment when required.
- Maintain records of company assets issued to employees.

Expenses & Payments
- Maintain accurate records of office-related expenses.
- Verify vendor invoices before submitting them for payment.
- Coordinate with the accounts team for timely payments.
- Monitor recurring expenses such as electricity, internet, rent, maintenance, telephone, and subscriptions.
- Prepare monthly office expense reports for management.
- Identify opportunities to reduce unnecessary administrative expenses.

Employee Support
- Coordinate workstation readiness for new employees.
- Support HR with onboarding arrangements and employee documentation where required.
- Assist employees with office-related issues and requirements.
- Coordinate employee travel, hotel bookings, taxis, and local transportation when required.
- Support internal events, employee celebrations, meetings, and company activities.

Housekeeping & Security
- Supervise housekeeping staff and ensure cleanliness standards are maintained.
- Coordinate security staff and visitor-management processes.
- Ensure common areas, washrooms, meeting rooms, workstations, and pantry areas are properly maintained.
- Monitor housekeeping and security attendance and performance.

Asset Management
- Maintain an updated company asset register.
- Track laptops, mobile phones, furniture, equipment, access cards, and other company property.
- Record asset allocation and returns during employee joining and exit.
- Coordinate repairs or replacement of damaged equipment.

Documentation & Compliance
- Maintain office-related agreements, invoices, quotations, licences, AMC contracts,



and vendor documents.
- Ensure important renewals and payments are completed on time.
- Support management and HR with basic office compliance requirements.
- Maintain confidentiality of company and employee information.

Key Areas of Ownership
- Office administration
- Facilities management
- Vendor management
- Maintenance and repairs
- Housekeeping and security
- Office supplies
- Office expenses
- Company assets
- Employee workplace support
- Documentation
- Building and landlord coordination

Key KPIs
- Resolution time for office issues
- Office maintenance standards
- Vendor performance
- Office expense control
- Accuracy of asset records
- Timely payment and renewal of office services
- Availability of office supplies
- Employee satisfaction with workplace facilities
- Housekeeping and facility standards
- Reduction in unnecessary administrative expenses

Requirements
- 3–6 years of experience in office administration, office management, facilities management, or a similar role.
- Strong organisational and multitasking skills.
- Ability to independently manage multiple vendors and service providers.
- Good negotiation and communication skills.
- Robust follow-up and problem-solving ability.
- Comfortable working with Microsoft Excel / Google Sheets.
- Ability to maintain expense trackers, vendor records, and asset registers.
- Strong attention to detail.
- Ability to work independently and take ownership.
- Comfortable working in a fast-paced and growing organisation.

Preferred Experience
- Experience managing an office of 30–100 employees.
- Experience in a startup, D2C, e-commerce, healthcare, FMCG, retail, or technology company.
- Experience managing office fit-outs, renovations, relocations, or expansion projects.
- Experience managing housekeeping, security, and facility staff.
- Experience negotiating with vendors and contractors.

Education

Bachelor's degree in Business Administration, Management, Commerce, Hospitality, or a related field preferred.

Employment Type

Full-time

Pay: ₹25,000.00 - ₹36,692.95 per month

Benefits

- Paid time off

Work Location: In person

📌 Office Manager (Mumbai)
🏢 Altrone
📍 Mumbai