Office Operations Manager

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Keplin Global Services is the Indian operations hub of UK-based Keplin Group, a leading player in FMCG import, wholesale, and digital retail. From our base in Navi Mumbai, we support cross-channel distribution across Amazon, Shopify, TikTok, and more—driven by innovation, compliance, and operational excellence. As we expand our footprint in India, we’re building an agile, tech-savvy team to drive process efficiency and high performance across every level of our operations.

Role Overview

We are seeking a proactive, organized, and hands-on Office Operations Manager to oversee the smooth day-to-day functioning of our Indian office. This role is ideal for someone who thrives in a dynamic, fast-growing environment and is passionate about driving process improvements, ensuring compliance, and fostering a safe and productive workplace.

Key Responsibilities

1. General Office Caretaking

• Oversee daily operations of the office environment, ensuring cleanliness, organization, and safety where possible. 
• Coordinate with cleaning and maintenance vendors to schedule routine services and urgent repairs. 
• Monitor office equipment (printers, copiers, phones) and arrange for maintenance or replacement as needed. 
• Maintain office facilities, including meeting rooms: manage bookings, set up AV equipment, and ensure rooms are tidy and ready for use. 
• Ensure availability and regular provision of drinking water for staff across all office & warehouse locations. 

2. Staff Relations & Communication

• Provide support to the HR Manager related to Operations concerns, feedback, or complaints. 
• Foster a positive, approachable atmosphere to encourage open communication and early resolution of issues. 
• Organize regular office-wide updates, newsletters, or bulletin boards to keep team informed and engaged. 
• Maintain awareness of employee health concerns or allergies to ensure a safe workplace. 

3. Supplies & Inventory Management

• Track inventory levels of kitchen supplies (teas, coffee capsules, soft drinks) and general office materials (stationery, printer paper, toner), restroom/WC supplies. 
• Place orders with approved suppliers and vendors to maintain adequate stock levels, within budgetary guidelines. 
• Receive, inspect, and distribute incoming supplies; maintain accurate inventory records. 
• Negotiate pricing, review supplier performance, and implement cost-saving measures where possible. 
• Order uniforms and necessary equipment for office and warehouse teams. 

4. Executive & Director Support

• Manage the CEO’s calendar where requested (adhoc): schedule appointments, meetings, and travel; coordinate lunches and off-site venues. 
• Receive and prioritize calls for the director, including from shipping insurance companies and CRM account managers, ensuring urgent matters are escalated. 
• Book restaurants or event spaces for client or internal meetings, handling all reservations and special requests. 
• Handle ad hoc legal and administrative tasks for the CEO, including liaising with legal counsel and processing urgent documentation. 
• Book accommodation and travel for external consultants and contractors, managing itineraries and expenses. 

5. Financial Oversight

• Double-check company card expenses and statements to ensure compliance and prevent misuse. 
• Monitor cardholder accounts and report any irregularities or potential abuses to finance management. 

6. Recruitment, Hiring & Onboarding

Partner with HR Manager to support in recruitment activities, as and when required on the following tasks:  

• Create and draft job descriptions and post openings on appropriate channels. 
• Screen resumes, coordinate interviews, and liaise with candidates to schedule assessments or meetings. 
• Support when required to send NDA to new joiners.  
• Ensure employee matters are handled confidentially and efficiently. 
• Support with onboarding materials: welcome kits, equipment setup, building access, and induction schedules (in-line with HR Manager requirements). 
• Coordinate new-hire orientations, ensuring compliance with company policies and a smooth transition into the team. 

7. Health & Safety Responsibilities:

• Oversee and ensure compliance with all workplace health and safety regulations, policies, and procedures.

• Conduct regular risk assessments and safety audits to identify hazards and implement corrective actions.

• Develop, implement, and maintain health and safety protocols tailored to the office environment.

• Coordinate fire drills, emergency response plans, and first aid training for staff.

• Liaise with external agencies and internal stakeholders to maintain a safe and compliant workplace.

8. IT & Equipment Provisioning

• Liaise with IT to create email accounts and assign user permissions for new employees. 
• Order and set up devices (laptops, phones, peripherals) for new hires, ensuring they are configured and ready for use. 
• Provide clear guidance on main points of contact for IT or HR issues and emergencies. 

8. Events & Meeting Coordination

• Plan company team socials, bonding events, and the annual Christmas party from concept through execution. 
• Ensure meeting rooms are prepared with replenishments (water, tea, coffee) and necessary AV setup. 
• Arrange lunches for in-house meetings, accommodating dietary requests and allergies. 
• Monitor and support office morale initiatives and team-building activities. 

9. Administrative & Project Support

• Draft, proof-read, and distribute internal documents, memos, and presentations. 
• Assist with budgeting and expense tracking for office-related expenditures. 
• Support special projects or events (Summer/Seasonal/Christmas parties) from planning through execution. 
• Generate regular reports on office operations, supplier performance, and budget status for senior management. 
• Manage overdue invoice follow-ups and related paperwork, collaborating with finance and legal as needed. 

10. Continuous Improvement

• Gather feedback from staff and management to identify opportunities for process optimization. 
• Implement best practices in office management to enhance efficiency, morale, and cost-effectiveness. 
• Stay informed on industry trends and technology solutions to recommend upgrades (e.g., facility management software, collaboration tools). 

Who You Are

• 5+ years of experience in office or operations management, preferably in a multinational or fast-paced startup environment. 
• Strong knowledge of workplace health & safety compliance (especially under Indian regulations). 
• Exceptional organizational, problem-solving, and people management skills. 
• Comfortable working independently, taking ownership, and juggling multiple priorities. 
• Proficient in MS Office, Google Workspace, and basic office automation tools. 
• Excellent written and verbal communication skills, with fluency in English is essential for both internal coordination and external stakeholder interactions.

Educational Qualifications:

• Bachelor’s degree

  (required) in one of the following fields:
• Business Administration
• Operations Management
• Human Resources
• Facilities Management
• Commerce or a related discipline

If you're interested in this opportunity, please send your updated CV, Cover letter to janicefernandes@keplin-group.com, or alternatively, apply directly via LinkedIn.