Office Management Assistant

We are seeking a proactive, highly organized, and detail-oriented Office Management Assistant to ensure the smooth and efficient operation of our Pune office. This role is crucial for maintaining a professional office environment, managing facility services, and providing essential administrative support both locally and in coordination with our Mumbai office.

Key Responsibilities

Office Operations & Reception

• Front Office Management: Handle all reception duties, including managing incoming and outgoing calls, professionally greeting and directing visitors, and coordinating candidate interviews.
• Security & Access Control: Manage visitor and vendor entry and exit processes, strictly ensuring all security protocols are followed (main gate information, register entry, Visitor & Employee access card management).
• Facilities & Maintenance: Conduct regular office rounds for supervision of Housekeeping and Pantry operations, ensuring high standards of maintenance and upkeep.
• Manage the Third-Party Facility team, supervising the quality of work.
• Follow Annual Maintenance Contract (AMC) schedules for vendor visits, reporting, and following up on all necessary repairs and general office upkeep.
• Inventory Management: Oversee the stock and inventory of stationery and pantry supplies, including managing stock levels and recording daily utilization.
• Meeting Room Management: Coordinate the booking of boardrooms and meeting rooms, managing schedules, and ensuring rooms are correctly set up for meetings.
• Courier & Shipments: Manage all inbound and outbound courier shipments of documents and hardware, including logging, dispatching, and tracking with the assistance of the security team.
• Health & Safety: Manage the first aid box, ensuring its contents are fully stocked and up-to-date at all times.
• New Hire Onboarding: Coordinate and hand over welcome kits to new hires in the Pune office based on details provided by the HR team.

Coordination & Administrative Support

• External Liaising: Coordinate with Embassy BMS (Building Management Services) for facility requirements, such as car parking and guest/vendor entries.
• Manpower & Attendance Tracking: Track attendance for security, pantry, and housekeeping staff, along with regular employee physical attendance tracking.
• Inter-Office Coordination (Supporting Central Operations): Liaise with the Mumbai Office team to execute local tasks related to centrally managed critical operations, including:
• Coordinating special employee services (e.g., cab activations for female employees).
• Assisting with Biometric enrollment for new joiners.
• Supporting the Full and Final (F&F) settlement process for departing employees.
• Assisting with Medical insurance administration and Annual Maintenance Contract Renewals.
• Handling arrangements for employee travel, including hotel stays and car hire bookings.
• Processing orders for Pantry, Stationery, and Housekeeping materials

Required Skills and Qualifications

• Experience: Proven experience of at least 2 years in an administrative or office management role, preferably within a corporate environment.
• Communication: Good verbal and written communication and interpersonal skills.
• Organizational Skills: Strong organizational and time-management abilities; a dedicated multitasker with a high degree of attention to detail.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Attitude: A proactive and service-oriented attitude is essential.