Office Manager - Associate

About the Role iCapital is seeking an experienced and highly capable Office Manager to lead operations for our Jaipur office. This is a critical role within the global Facilities team and is central to delivering exceptional, consistent workplace experience for our employees as the company continues to grow.

Today, the Jaipur office spans four floors and supports approximately 115 employees. This office is expected to grow in scale and we need an office manager ready to assist in the office growth and grow with us. As a result, this role is expected to grow meaningfully in scope, responsibility, and team size. We are looking for a strong operator and people leader who can scale operations, build and manage a growing onsite team, and serve as a trusted partner to business leadership.

This position reports to the Regional Facilities Manager, based in New York.

Key Responsibilities

Office Operations and Facilities Management

Lead all day-to-day operations to ensure the office is safe, clean, organized, and fully operational at all times.

Own office services including supplies, pantry, snacks, beverages, and daily meal programs.

Manage vendor relationships across cleaning, food and beverage, plant services, maintenance, deliveries, and other contracted services.

Oversee office budgets related to operations, food, vendors, and events, including forecasting, invoice review, reconciliation, and expense tracking.

Partner closely with Finance and Procurement teams to ensure strong financial controls and timely payments.

Serve as the primary point of contact with building management and external partners, including insurance documentation and compliance requirements.

Manage workplace service requests through OfficeSpace and ensure timely issue resolution.

Support space planning, seating, and room usage across multiple floors using OfficeSpace.

Manage incoming and outgoing mail, packages, and deliveries.

Coordinate maintenance of office equipment and infrastructure, including electrical and HVAC systems, by managing vendors, AMCs, breakdowns, and timely issue resolution.

Employee Experience and Hospitality

Create and maintain a professional, welcoming, and high-quality office environment for employees, visitors, and candidates.

Partner with Talent Acquisition, HR, and IT on onboarding and offboarding logistics, including access, desk setup, and new hire readiness.

Plan and execute internal events, employee engagement initiatives, and office wide celebrations, onsite and offsite to help employee retention and culture.

Act as a visible, trusted, and approachable presence in the office, modeling service excellence and professionalism.

Continuously evaluate and improve workplace programs to enhance employee satisfaction and operational efficiency.

People Leadership and Growth

Directly manage and develop onsite facilities staff, with responsibility for hiring, training, and performance management as the team expands.

Establish scalable processes, standards, and documentation to support long term growth.

Act as a strategic thought partner to regional and global facilities leadership as the Jaipur office evolves.

Office Relocation and Strategic Projects

Manage all phases of the move, including vendor coordination, space readiness, furniture and equipment setup, and post move stabilization as needed.

Collaborate with internal stakeholders and external partners to ensure a seamless transition into a new office.

Support additional global and regional facilities initiatives as the business grows.

Qualifications and Experience

Ability to work onsite Monday through Friday, 10:30 AM to 7:30 PM, with flexibility based on business needs.

Fluency in Hindi and English, both written and verbal.

Demonstrated experience managing office operations in a fast paced, professional environment, ideally within a growing organization.

Proven ability to manage vendors, budgets, and multiple priorities simultaneously.

Experience leading and developing teams, with the confidence and maturity to scale operations over time.

Strong organizational, time management, and prioritization skills.

Excellent interpersonal and communication skills, with the ability to engage effectively at all levels of the organization.

High level of discretion, professionalism, and integrity.

Calm and composed under pressure, with strong problem-solving instincts.

Detail oriented, proactive, and highly accountable.

Proficient in Microsoft Office and comfortable adopting new workplace and facilities technology tools.

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office four days, with the flexibility to work remotely one day (Friday). 

For additional information on iCapital Network, please visit https://www.icapitalnetwork.com/about-us   Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc