Role & responsibilities

A. Office Administration & Facilities Management

- Manage the day-to-day functioning of the office and ensure a well-organised and professional working setting.
- Oversee office maintenance, housekeeping, utilities, equipment, and other facility-related requirements.
- Coordinate office space, seating arrangements, furniture, and infrastructure requirements.
- Ensure the availability of office supplies, stationery, and other essential materials.
- Maintain records of office assets, equipment, inventory, and related expenses.
- Coordinate office repairs, maintenance, and facility-related services.

B. Vendor Management & Procurement

- Identify, evaluate, and coordinate with vendors for office rent, furniture, vehicles, housekeeping, maintenance, and other administrative requirements.
- Obtain quotations, compare costs, and submit recommendations to management for approval.
- Maintain vendor records, agreements, invoices, and payment documentation.
- Monitor vendor performance and ensure timely delivery of services.
- Assist in negotiating commercial terms and maintaining cost-effective vendor relationships.
- Coordinate with the Finance Department for invoice verification and payment processing.

C. Transport & Travel Coordination

- Coordinate vehicle requirements for employees, management, and project-related activities.
- Identify and maintain relationships with transport vendors.
- Arrange local transportation, accommodation, and travel bookings as required.
- Maintain records of vehicle usage, bills, invoices, and travel-related expenses.
- Ensure that transport arrangements are made in accordance with company policies and approved budgets.

D.



Employee & Project Support

- Coordinate with HR and project teams regarding employee onboarding, joining arrangements, and administrative requirements.
- Assist in arranging office access, seating, equipment, and other facilities for new employees.
- Coordinate with project personnel to understand and fulfil their administrative requirements.
- Support the movement of office equipment, documents, and other resources when required.
- Maintain effective communication between the corporate office and project locations for administrative matters.

E. Documentation & Record Management

- Maintain organised records of vendor agreements, rental agreements, purchase orders, invoices, bills, and other administrative documents.
- Ensure proper filing and safekeeping of company records, both physical and electronic.
- Track the validity and renewal dates of rental agreements, service contracts, insurance documents, and other administrative agreements.
- Maintain registers for office assets, inventory, maintenance, and administrative expenses.
- Ensure that documents are readily available for internal reviews, audits, and compliance requirements.

F. Budgeting & Expense Management

- Monitor routine office and administrative expenses.




- Maintain records of office expenditure and submit periodic expense reports to management.
- Assist in preparing administrative budgets and tracking expenses against approved budgets.
- Identify opportunities to optimise costs without compromising operational efficiency.
- Ensure that all purchases and expenses are supported by appropriate approvals and documentation.

G. Compliance & Workplace Management

- Ensure that office administration practices are aligned with company policies and procedures.
- Coordinate with relevant departments for the maintenance of statutory, contractual, and administrative records, as applicable.
- Support management during internal audits and administrative reviews.
- Ensure that workplace facilities are maintained in a safe, clean, and professional condition.
- Escalate administrative issues, vendor concerns, and operational risks to management in a timely manner.

Preferred candidate profile

- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 5-8 years of relevant experience in office administration, facilities management, or office operations.
- Experience in vendor management, procurement coordination, office maintenance, and expense tracking.
- Prior experience in an engineering consultancy, infrastructure, construction, or project-based organisation would be an advantage.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Experience in maintaining administrative records, preparing reports, and coordinating with multiple stakeholders.

interested candidates can call on (phone hidden) or can forward their resumes on [email protected]

📌 Office Manager (Gorakhpur)
🏢 TPF Getinsa Euroestudios
📍 Gorakhpur