JOB PURPOSE

The Office Manager will be responsible for taking full ownership of the day-to-day administration and operational coordination of the corporate office, while ensuring seamless communication and workflow between the Managing Director, project sites, consultants, vendors, government authorities and the Central Office. The role will oversee office administration, team supervision, project coordination, MIS, documentation, vendor coordination, travel and logistics, statutory compliance and government liaison. The position requires a mature, highly organized and proactive professional who can independently manage routine operational matters, provide timely decision-support to the Managing Director and ensure disciplined, productive and compliant business operations.

CANDIDATE PROFILE

Educational Qualification

- Bachelor's Degree in Business Administration, Commerce, Management or any related discipline.
- Postgraduate qualification in Business Administration, Management, Commerce or a related field – Preferred.
- Professional certifications in Office Administration, Business Management, Project Coordination or Compliance Management will be an added advantage.
- Additional qualifications or training in statutory compliance, documentation, government liaison or project administration will be preferred.

Experience

- 10+ years of relevant experience in Office Management, Administration, Operations, Project Coordination or a related function.
- Experience in Construction, Infrastructure, Real Estate, Facility Management or other project-based organizations – Preferred.
- Demonstrated experience managing office administration and support teams.
- Hands-on experience coordinating with senior management, project sites, consultants, architects, vendors and external stakeholders.
- Prior experience liaising directly with Government Departments and Statutory Authorities for licences, permits, approvals and renewals will be a strong advantage.
- Experience supporting a Managing Director, Business Head, Promoter or Senior Management in an operational coordination capacity will be preferred.

TECHNICAL COMPETENCIES

The ideal candidate should possess practical experience in the following areas:

- Office & Team Management
- End-to-end office administration and operational management.
- Supervision and allocation of work among office support staff.
- Maintaining office discipline, professional conduct and adherence to company policies.
- Periodic team check-ins and escalation of performance or conduct concerns to Management.
- Office supplies, facilities, upkeep and administrative procurement management.
- Coordination and monitoring of office service providers including HR, IT, Marketing, housekeeping and other support vendors.

Project Planning & Coordination

- Coordination of multiple concurrent project activities between project sites and the central office.
- Collection, verification and consolidation of project information and documentation.
- Coordination with site teams, consultants, architects, PMC teams and external partners.
- Ensuring timely forwarding of project documents and reports to the Central Office while maintaining appropriate office records.
- Monitoring project-related administrative requirements and ensuring timely follow-up.
- Communication and implementation of Management directives across project and office teams.

MIS & Reporting

- Custodianship of project MIS and administrative reporting systems.
- Collection, review, quality-checking and consolidation of reports received from project sites and external stakeholders.
- Preparation and submission of periodic MIS reports to Management/Central Office.
- Ensuring accuracy, completeness and timeliness of project and administrative information.
- Tracking pending actions, deliverables and critical follow-ups.
- Maintaining structured, reliable and audit-ready MIS records.

Meeting & Communication Coordination

- Representing the Company in meetings with vendors, consultants, suppliers and other stakeholders as delegated by the Managing Director.
- Meeting scheduling and coordination.
- Preparation, documentation and circulation of Minutes of Meeting (MOM).
- Tracking meeting decisions, responsibilities and action items through to closure.
- Serving as the primary communication bridge between project sites, consultants,



vendors, Management and the Central Office.
- Ensuring timely and accurate flow of information in both directions.
- Supporting the Managing Director during key project, consultant and vendor meetings.

Government & Statutory Liaison

- Direct liaison with Government Departments, local authorities and Regulatory Bodies.
- Coordination for licences, permits, registrations, approvals and statutory renewals required for company operations and project sites.
- Follow-up with relevant Government Offices and officials for applications, submissions, inspections and approvals.
- Maintenance of statutory documentation and supporting records.
- Proactive monitoring of licence and permit expiry dates.
- Maintenance of a comprehensive statutory compliance and renewal calendar.
- Coordination with legal, surveying, compliance and other professional teams on regulatory matters.
- Maintaining professional working relationships with relevant Government Departments and authorities.

Vendor & Procurement Coordination

- Coordination with vendors, suppliers and service providers.
- Obtaining quotations and supporting routine procurement activities.
- Monitoring purchase requirements and material delivery schedules.
- Following up with vendors to ensure timely delivery of materials to project sites.
- Coordination of vendor documentation, invoices and supporting records.
- Monitoring service quality and timely resolution of vendor-related issues.
- Representing Management in routine vendor discussions as delegated.
- Supporting routine negotiation within defined authority limits.

Travel & Logistics Management

- Planning and coordinating domestic travel arrangements for Management, consultants, architects and visiting personnel.
- Flight, hotel, transportation and accommodation coordination.
- Preparation of travel itineraries and schedules.
- Coordination of site-visit logistics.
- Arrangement of transportation and accommodation for consultants, vendors and other visiting stakeholders.
- Providing on-ground coordination and administrative support during project/site visits and meetings.
- Managing routine logistical decisions within agreed authority when the Managing Director is unavailable.

Documentation & Records Management

- Maintaining structured physical and digital document management systems.
- Collection and verification of documents from project sites, consultants, architects, PMC teams and vendors.
- Maintaining copies of project documents before forwarding them to the Central Office.
- Confidential document handling and controlled information sharing.
- Preparation and maintenance of official correspondence, reports, records and meeting documentation.
- Document indexing, retrieval, retention and archival management.
- Ensuring records are complete, organized and readily available for Management review and audit requirements.

Invoice & Bill Review

- Reviewing site bills, vendor invoices and supporting documentation for completeness.
- Checking basic documentation and supporting records before forwarding bills for payment approval.
- Coordinating with project/site teams and vendors to resolve documentation gaps.
- Maintaining records of submitted bills and supporting documents.
- Following up on pending documentation and approval-related requirements.

Software Skills

The candidate should have strong working knowledge of:

- Microsoft Word
- Microsoft Excel – Intermediate to Advanced
- Microsoft PowerPoint
- Microsoft Outlook
- Google Workspace – Preferred
- MIS and document management systems
- Basic familiarity with project management or ERP systems – Preferred

REQUIRED COMPETENCIES

The successful candidate should demonstrate:

- Strong leadership and office management capabilities.
- Excellent organizational and planning skills.
- Strong coordination and multitasking abilities.
- High attention to detail and accuracy.
- Excellent written and verbal communication skills.




- Strong interpersonal and stakeholder management skills.
- Ability to coordinate effectively with senior management and external stakeholders.
- Strong follow-up and closure-oriented approach.
- Ability to prioritize multiple assignments and competing deadlines.
- Strong problem-solving and practical decision-making ability.
- Ability to work independently with minimal supervision.
- Professional representation and business etiquette.
- High level of confidentiality, integrity and discretion.
- Ability to handle pressure and changing business priorities.
- Strong ownership and accountability for assigned responsibilities.

PREFERRED SKILLS

- Prior experience in Construction, Infrastructure, Real Estate, Facility Management or other project-based organizations.
- Hands-on experience in Government liaison and statutory compliance.
- Experience dealing directly with Government Departments and Regulatory Authorities.
- Knowledge of licences, permits, registrations, NOCs and statutory renewals applicable to business/project operations.
- Experience maintaining a statutory compliance and renewal calendar.
- Experience coordinating with Municipality, Panchayat, Fire & Rescue, Pollution Control, Labour and other relevant authorities – as applicable.
- Experience supporting project sites and coordinating with architects, consultants, PMC teams and contractors.
- Strong MIS preparation and reporting skills.
- Experience reviewing project/vendor bills and supporting documentation.
- Vendor, supplier and service-provider management experience.
- Experience representing senior management in meetings.
- Strong Minutes of Meeting preparation and action tracking skills.
- Experience in travel, accommodation and site-visit logistics.
- Excellent official correspondence and drafting skills.
- Solid physical and digital documentation practices.
- Experience supporting audits, inspections and compliance reviews.

THE IDEAL CANDIDATE SHOULD CONSISTENTLY DEMONSTRATE

- Professionalism in all internal and external interactions.
- Strong ownership and accountability for office and project coordination.
- A proactive approach to identifying and resolving operational issues.
- Excellent follow-up skills with a strong focus on closure.
- Ability to work independently and take routine decisions within delegated authority.
- Maturity and confidence in dealing with senior management, consultants, vendors and Government Officials.
- Strong stakeholder service orientation.
- Excellent time management and ability to meet deadlines.
- High attention to detail in MIS, documentation, bills and statutory records.
- Discretion and confidentiality while handling Management and company information.
- Adaptability to changing business priorities and project requirements.
- Team-oriented and collaborative approach.
- Ability to maintain professional relationships with external stakeholders.
- Continuous learning and process-improvement mindset.

LIVING OUR ORGANISATIONAL VALUES

All employees are expected to consistently demonstrate the following values in their daily work:

Integrity: Maintain the highest standards of honesty, confidentiality and ethical conduct while handling company information, project documentation, statutory matters, vendor relationships and interactions with Government Authorities.

Ownership: Take full responsibility for office administration, project coordination, MIS, documentation, statutory follow-up and timely completion of assigned responsibilities.

Service Excellence: Deliver responsive, professional and reliable support to the Managing Director, Central Office, project teams, consultants, architects, vendors, Government Officials and other stakeholders.

Collaboration: Foster effective communication and coordination between the Managing Director, project sites, consultants, vendors, Government Departments and the Central Office.

Accountability: Take responsibility for deadlines, documentation accuracy, MIS quality, statutory renewal tracking and compliance with company policies and delegated authority.

Continuous Improvement: Identify opportunities to improve office administration, project coordination, MIS systems, documentation practices, vendor coordination and statutory compliance processes.

Pay: ₹15,000.00 - ₹45,000.00 per month

Work Location: In person

📌 Office Manager (India)
🏢 Prasanthi Holdings
📍 India