India Office Manager

Position Summary

Responsibilities And Duties

• Office Administration:
• Manage day-to-day office operations to ensure an efficient and pleasant work environment.
• Oversee office facilities, maintenance, repairs, and restocking of supplies.
• Supervise the office pantry: track inventory, restock as needed, and maintain cleanliness.
• Oversee office support staff to ensure tasks like pantry management, meeting room readiness, and cleanliness are consistently executed
• Vendor, Expense and Invoice Management:
• Handle end-to-end vendor management process, including insurance, welcome kit procurement, Gifting, and background verification.
• Coordinate new vendor onboarding by sourcing quotes, conducting comparative analysis, finalizing vendors, and compiling necessary documentation aligned with finance protocols.
• Maintain consistent communication with vendors to ensure timeliness, troubleshoot any issues, and address inquiries promptly.
• Manage the submission of invoices to the designated team for review and validation.
• Execute the payable process as per the bi-monthly cycles of each month, ensuring adherence to payment timelines.
• Maintain an organized invoice tracker and guarantee timely release of payments before the due date.
• Fulfil vendor requests by sharing transaction details and submit the happay expenses tracker alongside invoices.
• Employee Connect:
• Provide logistical support for any team events or training sessions
• Ensure smooth execution of the Annual Get-together and collaboration weeks.
• Foster a positive and enjoyable workplace environment by organizing team-building activities and events.
• Coordinate and lead Corporate Social Responsibility initiatives to contribute to the community. Collaborate with external partners and internal teams to plan and execute meaningful CSR projects.
• Support People Team communication by coordinating schedules and drafting content for internal platforms and social media.
• Assist in the administration of employee benefits and related processes.
• Send timely reminders and nudges to employees to encourage completion of necessary actions.
• Travel Support:
• Manage travel arrangements, including flights, accommodation, and ground transportation.
• Facilitate relocation support for employees, coordinating logistics and resources.
• Support frequent international travelers with VISA, travel insurance, flight ticket assistance related formalities
  

Job Duty : Time Spent Performing Duty:

• Office Administration - 40%
• Employee Connect & CSR - 30%
• Expenses & Invoices Management - 15%
• Travel Support - 15%
  

Required Abilities And Skills

• Excellent written and verbal communication skills; ability to understand and judge the right communication style for the audience.
• Demonstrated ability to be proactive, take initiative, exercise good judgment, maintain discretion and confidentiality in all tasks; resourcefulness is key.
• Ability to understand and meet deadlines and time sensitive issues in a fast-paced environment.
• Incredible attention to detail and accuracy
• Ability to create and/or modify processes and scale best practices around responsibilities associated with this role.
• Experience using Asana a plus
• Have an ergonomically correct and functional work-from-home workstation set up
  

Education And Experience

• At least 7 years of experience in an administrative role, with a minimum of 3 years in a managerial position.
• 3+ years of Event & travel management experience
• Bachelor's degree in human resources or business administration
• Previous experience in handling highly confidential employee and/or business information.
  

Travel

The Perks!

• Equity plan participation
• Medical and Personal Accident Insurance
• Support on Hybrid working – Equipment & Connectivity
• Flexible Time Off
• Continuous Learning
• Annual bonus, subject to company and individual performance