Assistant Office Manager

Executive Search; Mumbai; On-site; INR 350,000 - 550,000; Full time

Job summary

Executive Search in Worli, Mumbai, is seeking an Assistant Office Manager to support the Managing Director and oversee the day-to-day administration of the office.

The ideal candidate will be presentable, well-organized and proactive, with experience in calendar management, office administration, travel coordination, vendor management, procurement and facilities management.

Qualifications

• Presentable, well-organized candidate with proactive approach.
• Experience in calendar management and general office administration.
• Skilled in travel coordination, vendor management and procurement.
• Familiar with facilities management and budget handling.

Responsibilities

• Manage and maintain the Managing Director's calendar, including scheduling and coordinating meetings, calls and appointments.
• Coordinate with internal and external stakeholders to arrange meetings, calls and other engagements.
• Manage day-to-day office administration and facilities, ensuring the office functions smoothly and efficiently.
• Maintain and manage property-related documents and statutory records, including coordination for statutory payments such as property tax, electricity, water and other applicable payments.
• Coordinate outstation travel, hotel, ticket and vehicle arrangements in collaboration with the travel desk.
• Monitor office maintenance, repairs, replacements, housekeeping and other facility-related requirements.
• Coordinate with vendors and service providers and ensure timely resolution of office-related issues.
• Assist in preparing and maintaining office budgets and obtaining necessary approvals.
• Process invoices and bills, ensuring appropriate approvals and timely submission/payment.
• Coordinate and manage arrangements for meetings, external guests and employees visiting the office.
• Handle procurement of office supplies, stationery, laptops, equipment and other administrative requirements.
• Maintain and manage petty cash and related records.
• Oversee the front office/reception area and ensure a professional experience for visitors and employees.
• Maintain appropriate records, documents and trackers related to office administration.

Job description

Assistant Office Manager

Location: Worli, Mumbai

Employment Type: On-roll

Timings: 9:30 AM - 6:00 PM

About the Role

We are looking for a presentable, well-organized and highly proactive Assistant Office Manager to support the Managing Director and oversee the smooth day-to-day administration of the office.

The ideal candidate will have strong communication and coordination skills, along with experience in calendar management, office administration, travel coordination, vendor management, procurement and general facilities management.

Key Responsibilities

• Manage and maintain the Managing Director's calendar, including scheduling and coordinating meetings, calls and appointments.
• Coordinate with internal and external stakeholders to arrange meetings, calls and other engagements.
• Manage day-to-day office administration and facilities, ensuring the office functions smoothly and efficiently.
• Maintain and manage property-related documents and statutory records, including coordination for statutory payments such as property tax, electricity, water and other applicable payments.
• Coordinate outstation travel, hotel, ticket and vehicle arrangements in collaboration with the travel desk.
• Monitor office maintenance, repairs, replacements, housekeeping and other facility-related requirements.
• Coordinate with vendors and service providers and ensure timely resolution of office-related issues.
• Assist in preparing and maintaining office budgets and obtaining necessary approvals.
• Process invoices and bills, ensuring appropriate approvals and timely submission/payment.
• Coordinate and manage arrangements for meetings, external guests and employees visiting the office.
• Handle procurement of office supplies, stationery, laptops, equipment and other administrative requirements.
• Maintain and manage petty cash and related records.
• Oversee the front office/reception area and ensure a professional experience for visitors and employees.
• Maintain appropriate records, documents and trackers related to office administration.