Contract Duration: 1 Year (Consultant-Renewed based on project requirements)

Compensation: 8 - 12 LPA

Job Summary The Office & IT Manager will be responsible for ensuring the efficient day-to-day functioning of office administration, facilities, and IT operations. The role will oversee office infrastructure, vendor management, procurement, IT assets, user support, and technology coordination to enable a productive, secure, and well-managed workplace.

The incumbent will work closely with internal teams, external vendors, and service providers to ensure seamless administrative and technology support across the organization.

Key Responsibility Areas (KRAs)

- Office Administration & Operations

- Oversee day-to-day office administration and ensure smooth functioning of administrative processes.
- Manage reception, visitor coordination, courier services, document management, and office communication.
- Coordinate administrative support across departments and ensure timely resolution of operational issues.
- Maintain a safe, efficient, and employee-friendly office environment.

2. Facilities Management
- Serve as the primary point of contact for facility management and building maintenance.
- Ensure proper upkeep of office spaces, meeting rooms, collaboration areas, laboratories, and common facilities.
- Coordinate preventive and corrective maintenance for electrical, networking, HVAC, furniture, and office infrastructure.
- Conduct regular inspections to ensure compliance with workplace safety and operational standards.

3. IT Infrastructure & User Support
- Coordinate the setup, deployment, and maintenance of laptops, desktops, printers, networking devices, and other IT equipment.
- Ensure timely onboarding and offboarding of IT assets for employees, consultants, interns, and visitors.
- Coordinate with external IT vendors for troubleshooting, maintenance, repairs, and warranty support.
- Monitor office internet connectivity, Wi-Fi, networking infrastructure, and IT service availability.
- Provide Level-1 user support and escalate complex technical issues to external service providers where required.
- Ensure availability of collaboration tools, meeting room technology, and video conferencing systems.

4. IT Asset & Software Management
- Maintain accurate records of IT assets, software licenses, warranties, and annual maintenance contracts.
- Track allocation, movement, return, and disposal of IT equipment.




- Coordinate procurement and lifecycle management of IT hardware and software.
- Ensure periodic verification of IT inventory and compliance with organizational policies.

5. Information Security & Compliance
- Support implementation of organizational IT security policies and best practices.
- Coordinate endpoint security, antivirus deployment, data backup, and access management through external vendors.
- Assist in maintaining documentation related to IT policies, asset compliance, and information security.
- Promote awareness of cybersecurity best practices among employees.

6. Vendor & Service Provider Management
- Identify, evaluate, onboard, and manage vendors for administrative services, facility management, IT infrastructure, and office supplies.
- Obtain quotations and coordinate procurement in accordance with organizational procurement guidelines.
- Monitor vendor performance, service quality, SLAs, and contract compliance.

7. Procurement & Inventory Management
- Oversee procurement of office supplies, stationery, pantry items, IT equipment, and employee onboarding kits.
- Maintain optimum inventory levels while ensuring cost-effective purchasing.
- Coordinate with stakeholders for procurement planning and timely delivery.

8. Finance & Invoice Coordination
- Verify vendor invoices and supporting documentation before submission to Finance.
- Coordinate invoice processing and payment follow-up.
- Track administrative and IT operational expenses and identify opportunities for cost optimization.

9. Logistics & Event Support
- Coordinate logistics for meetings, workshops, conferences, demonstrations, and official visits.
- Manage travel, accommodation, and local logistics for employees, consultants, collaborators, and guests.
- Support internal events, employee engagement activities, and organizational programs.

10. Administrative Systems & Documentation
- Maintain updated administrative records, vendor databases, IT documentation, and operational SOPs.
- Ensure proper documentation of assets,



procurement records, maintenance schedules, and service contracts.
- Develop and maintain operational trackers and dashboards.

11. Monitoring & Reporting
- Maintain dashboards for facilities, IT assets, inventory, vendor performance, and administrative operations.
- Prepare periodic operational reports for management.
- Track key performance indicators related to office administration and IT support.

12. Continuous Improvement
- Identify opportunities to improve workplace efficiency, digitalization, and administrative processes.
- Recommend technology solutions and automation initiatives to enhance operational effectiveness.
- Support implementation of organizational improvement initiatives.

Requirements

Qualification & Experience

- MBA(preferred) & Bachelors degree in Administration, Information Technology, Computer Science, Engineering, Business Administration, or a related discipline.
- 4–8 years of experience in office administration, facilities management, IT operations, or workplace management.
- Experience in research institutions, startups, healthcare organizations, universities, or technology organizations will be preferred.

Required Skills

- Strong administrative and organizational skills.
- Working knowledge of IT infrastructure, networking, hardware, software, and endpoint management.
- Vendor management and procurement experience.
- Excellent coordination and stakeholder management skills.
- Knowledge of Microsoft 365/Google Workspace and common collaboration platforms.
- Basic understanding of cybersecurity and IT asset management.
- Robust problem-solving and multitasking abilities.
- Excellent verbal and written communication skills.

Key Competencies

- Ownership and accountability
- Customer and employee service orientation
- Planning and execution
- Vendor and stakeholder management
- Attention to detail
- Continuous improvement mindset
- Integrity and confidentiality
- Ability to work in a quick-paced, dynamic environment

Role: Office Admin, Industry Type: Emerging Technologies (AI/ML), Department: Administration & Facilities, Employment Type: Full Time, Temporary/Contractual Role Category: Administration Education UG: Any Graduate Key Skills Skills highlighted with ‘‘ are preferred keyskills Office ManagementFacility Management IT Asset ManagementHousekeepingVendor Management

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