Office Manager

TPF Getinsa Euroestudios S.l.; Gorakhpur District; On-site; INR 600,000 - 900,000; Full time

Job summary

TPF Getinsa Euroestudios S.l. is seeking an experienced Office Admin & Facilities Lead in Gorakhpur. You will oversee day-to-day operations, ensure a professional environment, and manage maintenance, supplies, and records.

A strong vendor network and procurement mindset will help optimise costs while supporting HR onboarding and project needs. The role requires 5–8 years in office administration or facilities, plus a BA in a relevant field and solid MS Office proficiency.

Qualifications

• Bachelor's degree in Business Administration, Commerce, or related field.
• 5–8 years of experience in office administration and facilities management.
• Experience in vendor management, procurement, and cost tracking.
• Proficiency in MS Office, especially Excel, Word, and Outlook.

Responsibilities

• Run day-to-day office operations to ensure a tidy, efficient environment.
• Oversee maintenance, utilities, equipment, and facility services.
• Coordinate space, seating, furniture, and infrastructure needs.
• Ensure availability of office supplies and essential materials.
• Maintain records of assets, equipment, inventory, and expenses.
• Coordinate vendor relationships and service delivery with finance.
• Support HR onboarding and project-related administrative needs.
• Maintain records of rental agreements, invoices, and contracts.

Skills

Office admin

Vendor management

Procurement

Budgeting

Record keeping

MS Office

Education

Bachelor's degree in Business Administration

Tools

MS Office

Job description

Role & responsibilities

A. Office Administration & Facilities Management

• Manage the day-to-day functioning of the office and ensure a well-organised and professional working environment.
• Oversee office maintenance, housekeeping, utilities, equipment, and other facility-related requirements.
• Coordinate office space, seating arrangements, furniture, and infrastructure requirements.
• Ensure the availability of office supplies, stationery, and other essential materials.
• Maintain records of office assets, equipment, inventory, and related expenses.
• Coordinate office repairs, maintenance, and facility-related services.

B. Vendor Management & Procurement

• Identify, evaluate, and coordinate with vendors for office rent, furniture, vehicles, housekeeping, maintenance, and other administrative requirements.
• Obtain quotations, compare costs, and submit recommendations to management for approval.
• Maintain vendor records, agreements, invoices, and payment documentation.
• Monitor vendor performance and ensure timely delivery of services.
• Assist in negotiating commercial terms and maintaining cost-effective vendor relationships.
• Coordinate with the Finance Department for invoice verification and payment processing.

C. Transport & Travel Coordination

• Coordinate vehicle requirements for employees, management, and project-related activities.
• Identify and maintain relationships with transport vendors.
• Arrange local transportation, accommodation, and travel bookings as required.
• Maintain records of vehicle usage, bills, invoices, and travel-related expenses.
• Ensure that transport arrangements are made in accordance with company policies and approved budgets.

D. Employee & Project Support

• Coordinate with HR and project teams regarding employee onboarding, joining arrangements, and administrative requirements.
• Assist in arranging office access, seating, equipment, and other facilities for new employees.
• Coordinate with project personnel to understand and fulfil their administrative requirements.
• Support the movement of office equipment, documents, and other resources when required.
• Maintain effective communication between the corporate office and project locations for administrative matters.

E. Documentation & Record Management

• Maintain organised records of vendor agreements, rental agreements, purchase orders, invoices, bills, and other administrative documents.
• Ensure proper filing and safekeeping of company records, both physical and electronic.
• Track the validity and renewal dates of rental agreements, service contracts, insurance documents, and other administrative agreements.
• Maintain registers for office assets, inventory, maintenance, and administrative expenses.
• Ensure that documents are readily available for internal reviews, audits, and compliance requirements.

F. Budgeting & Expense Management

• Monitor routine office and administrative expenses.
• Maintain records of office expenditure and submit periodic expense reports to management.
• Assist in preparing administrative budgets and tracking expenses against approved budgets.
• Identify opportunities to optimise costs without compromising operational efficiency.
• Ensure that all purchases and expenses are supported by appropriate approvals and documentation.

G. Compliance & Workplace Management

• Ensure that office administration practices are aligned with company policies and procedures.
• Coordinate with relevant departments for the maintenance of statutory, contractual, and administrative records, as applicable.
• Support management during internal audits and administrative reviews.
• Ensure that workplace facilities are maintained in a safe, clean, and professional condition.
• Escalate administrative issues, vendor concerns, and operational risks to management in a timely manner.

Preferred candidate profile

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• 5-8 years of relevant experience in office administration, facilities management, or office operations.
• Experience in vendor management, procurement coordination, office maintenance, and expense tracking.
• Prior experience in an engineering consultancy, infrastructure, construction, or project-based organisation would be an advantage.
• Proficiency in MS Office, particularly Excel, Word, and Outlook.
• Experience in maintaining administrative records, preparing reports, and coordinating with multiple stakeholders.