Office Manager

Role & responsibilities

• Office Management:
• Oversee and manage all aspects of the Mumbai office, ensuring cost-effective operations and a positive working environment.
• Ensure that our office environment is comfortable, effective, and productive as possible, meeting the needs of our internal customers and employees.
• Implement established policies and procedures, measure outcomes against standards, and improve operational flow.
• Coordinate internal and external resources and cultivate relationships with vendors.
• Create office efficiency by maintaining the appearance of common areas, organizing procedures, handling correspondence, managing filing systems, fulfilling office supply needs, troubleshooting office equipment, and coordinating food delivery as needed.
• Oversee the day-to-day activities of the office as the main point of contact, keeping management informed of performance with routine and requested reporting.
• Provide administrative support as needed, including maintaining filing systems, mailing, and shipping packages, and updating contact database.
• Oversee the office budget, ensuring cost-effective purchasing while maintaining adequate office supplies, equipment, and service standards.
• Track and manage expenditures, ensuring accurate and timely reporting for office-related expenses.
• Oversee light procurement, invoicing and petty cash activities.
• Manage all aspects of the offices space/infrastructure planning ensuring minimal disruption to operations. This includes moves, adds and changes to workstations, along with providing answers, resources and solutions as requested.
• Ensure compliance with office safety protocols, emergency preparedness plans, and building regulations.
• Regularly inspect the office to ensure it remains a safe and clean environment for all employees.
• Coordinate with the building management, estate manager, and property stakeholders
• Compliance & Governance:
• Coordinate office compliance documentation
• Maintain building and statutory documentation requests.
• Maintain operational records and supporting documentation.
• Liaise with external parties on office-related compliance matters.
• Employee Engagement & Culture:
• Foster a positive office atmosphere by assisting the People Team as needed in implementing employee events, team-building activities, and office-wide initiatives.
• Promote a welcoming environment for employees and visitors, providing top-tier customer service with a friendly, can-do attitude.
• Act as a go-to person for general employee questions and office needs, ensuring that all issues are handled promptly and effectively.
• ESG & Utility Data Coordination:
• As part of operational oversight and compliance readiness, the Office Manager will support ESG-related data collection for the Mumbai office.
• Track and consolidate office utility consumption data (electricity, water, fuel, waste, where applicable)
• Maintain accurate records to support Scope 1, Scope 2, and relevant Scope 3 emissions reporting
• Coordinate with vendors, building management, and internal stakeholders to obtain required utility data
• Submit collated data to internal ESG / sustainability owners or external partners (e.g. Positive Planet) as part of the annual Carbon Footprint assessment
• Ensure data accuracy, timeliness, and audit-readiness for ESG submissions

What You Will Bring:

• 34 years’ experience in office administration, facilities, or workplace operations.
• Bachelor’s degree in business administration, office management, or related field preferred, but not required. Equivalent work experience will be considered.
• Exposure to corporate office environments with multiple vendors.
• Comfortable operating independently with defined escalation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting tools (e.g., Teams, Zoom).
• Familiarity with budgeting and procurement processes to manage office needs effectively.
• Exceptional ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
• Strong attention to detail, ensuring accuracy and thoroughness in all tasks.
• Capacity to anticipate needs and proactively solve problems without supervision.
• Strong written and verbal communication skills, with the ability to craft professional correspondence and presentations.
• Organized, detail-oriented, and service-minded.