Office Manager

Marcofrancesco Shoes; Kolkata District, Purba Medinipur; On-site; INR 4,50,000 - 6,75,000; Full time

Job summary

A leading footwear company in Kolkata is seeking an Office Manager to oversee day-to-day operations. The successful candidate will manage compliance, vendor coordination, and ensure efficient communication across departments. Ideal applicants will have strong organizational skills and experience in administrative roles. This position offers the opportunity to contribute significantly to the company's administrative framework.

Qualifications

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Knowledge of compliance and documentation practices.

Responsibilities

• Oversee day-to-day administrative operations.
• Maintain attendance and leave records.
• Coordinate with vendors and service providers.
• Ensure adherence to safety protocols.
• Prepare and submit operational reports.

Job description

Roles and Responsibilities of an Office Manager

• Oversee day-to-day administrative operations of both office and factory premises.
• Ensure availability and timely procurement of office supplies, stationery, and consumables as per company requirements.
• Manage correspondence, filing systems, and documentation for all departments.
• Supervise housekeeping, security, and maintenance personnel to maintain hygiene, safety, and orderliness.
• Handle visitor management, reception duties, and internal/external communication flow.

1. Coordination & Communication

• Act as a liaison between the Head Office, factory, and inter-departmental teams (Accounts, HR, Production, Purchase, and Logistics).
• Ensure efficient communication between management and employees.
• Assist senior management in organizing meetings, preparing reports, and maintaining daily operational updates.

2. HR & Personnel Support

• Maintain attendance, leave records, and shift rosters for staff and workers.
• Assist in recruitment, joining formalities, and employee documentation.
• Support implementation of HR policies, workplace discipline, and employee engagement initiatives.
• Provide attendance and overtime data to accounts for payroll processing.

3. Compliance & Documentation

• Maintain and update statutory records such as Factory License, Labour Registers, ESI, PF, and other compliance files.
• Coordinate with auditors, consultants, and government authorities during inspections and audits.
• Ensure adherence to company policies, statutory regulations, and safety standards.

4. Vendor & Purchase Coordination

• Liaise with vendors and service providers for utilities, office supplies, and maintenance work.
• Obtain quotations, raise purchase requests, and ensure cost-effective procurement.
• Maintain vendor databases and follow up on payments with the Accounts Department.

5. Facility & Asset Management

• Oversee maintenance of office infrastructure, vehicles, and equipment.
• Manage Annual Maintenance Contracts (AMCs) for key utilities such as electricity, water, and internet.
• Maintain an updated asset register for furniture, IT equipment, and factory assets.

6. Support to Accounts & Logistics

• Manage petty cash and assist with expense reimbursements.
• Coordinate dispatch schedules, transport arrangements, and material documentation.
• Support the Accounts Department in invoice verification, bill processing, and record maintenance.

7. Safety & Welfare

• Ensure adherence to safety, security, and hygiene protocols across office and plant areas.
• Support management in implementing welfare programs, employee activities, and CSR initiatives.

8. Reporting

• Prepare and submit daily, weekly, and monthly reports covering office expenses, manpower, and administrative performance.
• Keep management informed about operational updates, issues, and improvement opportunities.

9. Additional Responsibilities

• Undertake any other duties, responsibilities, or assignments that the Management may assign from time to time in the interest of the Company and all its sister concerns.