Office Manager

Qualified Recruiter; Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Qualified Recruiter, LLC is seeking an experienced Office Manager to oversee the Mumbai office, drive efficient operations, and support ESG data collection and reporting. You will coordinate vendors, manage budgets, and ensure a productive environment for internal customers and employees.

The role demands strong organizational skills, independence, and excellent communication, with a focus on cost-effective processes and compliance across the facility.

Qualifications

• Experience in office administration, facilities, or workplace operations.
• Exposure to corporate office environments with multiple vendors.
• Comfortable operating independently with defined escalation.
• Proficiency in MS Office and virtual meeting tools.
• Budgeting and procurement awareness for office needs.

Responsibilities

• Oversee and manage all aspects of the Mumbai office, ensuring cost-effective operations and a positive working environment.
• Coordinate internal and external resources and cultivate relationships with vendors.
• Maintain filing systems, correspondence, and office supplies; support reporting.
• Oversee office budget, track expenditures, and ensure timely reporting.
• Ensure compliance with safety protocols and building regulations.
• Support People Team for employee events and office-wide initiatives.
• Coordinate ESG data collection for the Mumbai office and liaise with stakeholders.

Skills

Office management

Vendor management

Budgeting

Communication skills

Team coordination

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite

Teams/Zoom

Job description

Role & responsibilities

• Office Management:
  • Oversee and manage all aspects of the Mumbai office, ensuring cost-effective operations and a positive working environment.
  • Ensure that our office environment is comfortable, effective, and productive as possible, meeting the needs of our internal customers and employees.
  • Implement established policies and procedures, measure outcomes against standards, and improve operational flow.
  • Coordinate internal and external resources and cultivate relationships with vendors.
  • Create office efficiency by maintaining the appearance of common areas, organizing procedures, handling correspondence, managing filing systems, fulfilling office supply needs, troubleshooting office equipment, and coordinating food delivery as needed.
  • Oversee the day-to-day activities of the office as the main point of contact, keeping management informed of performance with routine and requested reporting.
  • Provide administrative support as needed, including maintaining filing systems, mailing, and shipping packages, and updating contact database.
  • Oversee the office budget, ensuring cost-effective purchasing while maintaining adequate office supplies, equipment, and service standards.
  • Track and manage expenditures, ensuring accurate and timely reporting for office-related expenses.
  • Oversee light procurement, invoicing and petty cash activities.
  • Manage all aspects of the offices space/infrastructure planning ensuring minimal disruption to operations. This includes moves, adds and changes to workstations, along with providing answers, resources and solutions as requested.
  • Ensure compliance with office safety protocols, emergency preparedness plans, and building regulations.
  • Regularly inspect the office to ensure it remains a safe and clean environment for all employees.
  • Coordinate with the building management, estate manager, and property stakeholders
• Compliance & Governance:
  • Coordinate office compliance documentation
  • Maintain building and statutory documentation requests.
  • Maintain operational records and supporting documentation.
  • Liaise with external parties on office-related compliance matters.
  • Employee Engagement & Culture:
    • Foster a positive office atmosphere by assisting the People Team as needed in implementing employee events, team-building activities, and office-wide initiatives.
    • Promote a welcoming environment for employees and visitors, providing top-tier customer service with a friendly, can-do attitude.
    • Act as a go-to person for general employee questions and office needs, ensuring that all issues are handled promptly and effectively.
• ESG & Utility Data Coordination:
  • As part of operational oversight and compliance readiness, the Office Manager will support ESG-related data collection for the Mumbai office.
  • Track and consolidate office utility consumption data (electricity, water, fuel, waste, where applicable)
  • Maintain accurate records to support Scope 1, Scope 2, and relevant Scope 3 emissions reporting
  • Coordinate with vendors, building management, and internal stakeholders to obtain required utility data
  • Submit collated data to internal ESG / sustainability owners or external partners (e.g., Positive Planet) as part of the annual Carbon Footprint assessment
  • Ensure data accuracy, timeliness, and audit-readiness for ESG submissions

What You Will Bring:

• 34 years’ experience in office administration, facilities, or workplace operations.
• Bachelor’s degree in business administration, office management, or related field preferred, but not required. Equivalent work experience will be considered.
• Exposure to corporate office environments with multiple vendors.
• Comfortable operating independently with defined escalation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting tools (e.g., Teams, Zoom).
• Familiarity with budgeting and procurement processes to manage office needs effectively.
• Exceptional ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
• Strong attention to detail, ensuring accuracy and thoroughness in all tasks.
• Capacity to anticipate needs and proactively solve problems without supervision.
• Strong written and verbal communication skills, with the ability to craft professional correspondence and presentations.
• Organized, detail-oriented, and service-minded.