Office Manager

2 weeks ago

Mumbai, Maharashtra, India Michael Page Full time
Opportunity to setup the office from scratchWork with one of the leading sustainability focused fund

About Our Client

The Office Manager will serve as a key administrative resource, ensuring the smooth operation of the office environment. As a single contributor initially, this role will be responsible for managing office administration, travel coordination, vendor management, facilities oversight, and supporting the day-to-day operational needs of AGP Logistics and AGP Alternative (Energy). The Office Manager will act as the primary point of contact for internal and external stakeholders, ensuring efficiency, organization, and compliance with corporate policies.

Job Description

Key Responsibilities:

Office Administration & Facility Management

Oversee and manage office operations to ensure a well-organized and efficient work environment.Maintain office supplies inventory, procure materials as needed, and ensure cost-effective purchasing.Manage vendor relationships for office supplies, IT support, facility maintenance, and security services.Ensure that all office equipment, including printers, phones, and IT infrastructure, is functioning properly.Supervise office cleanliness, sanitation, and upkeep in coordination with housekeeping services/ service centre's receptionManage office space allocation and oversee any office renovations or workspace modifications; including tracking office lease expiry.Ensure compliance with local regulatory requirements and company policies.Procurement of any require office insurances.

Travel & Logistics Management

Coordinate travel arrangements, including flights, accommodations, transportation, and visa applications for employees.Liaise with travel agencies and negotiate corporate rates for travel and lodging.Maintain a travel database, track expenses, and ensure adherence to company travel policies.

Vendor & Procurement Management

Identify, onboard, and manage vendors and service providers to ensure quality services at competitive rates; and adhere to AGP's vendor onboarding process.Negotiate contracts and agreements for office utilities, catering, IT services, and other operational needs.Ensure timely procurement and cost control for office-related expenses.

Event Planning & Coordination

Organize and oversee office events, meetings, conferences, and corporate gatherings.Assist in planning internal employee engagement initiatives and celebrations.Coordinate hospitality arrangements for visitors, including scheduling, accommodations, and catering.

HR & Administrative Support

Assist the HR in managing employee onboarding processes, including desk setup and welcome kits.Maintain office documentation, records, and administrative files.Act as a liaison between management and employees for office-related inquiries.Support HR functions such as health & safety compliance, and workplace policies.Act as Business Continuity Manager for the Mumbai office

IT & Communications Support

Coordinate with IT teams to ensure smooth operation of office systems and software; including IT set up for new joiners.Manage communication tools such as conference rooms, projectors, and teleconferencing equipment.Act as a point of contact for troubleshooting basic IT issues in collaboration with the IT department.

The Successful Applicant

Qualifications & Experience:

Bachelor's degree in business administration, Management, or a related field.10+ years of experience in office management, administration, or a similar role. Ideally understands the dynamic environment at startup phase.Experience in managing travel, facilities, and vendor relations.Strong knowledge of office procedures, policies, and compliance requirements.Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and office management software.Familiarity with procurement and budgeting processes.

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