Office Manager

ICP Worldwide, Inc.; Mumbai City; On-site; INR 700,000 - 1,100,000; Full time

Job summary

ICP Worldwide, Inc. is seeking an energetic Office Manager for our APAC regional headquarters in Mumbai.

You will ensure smooth day-to-day operations, safety, and upkeep of the Mumbai office while supporting our Shanghai team as needed. You will own office and facilities management, coordinate with vendors, manage the budget and procurement, and maintain compliant, efficient processes to enable business continuity and growth.

Qualifications

• 3–4 years’ experience in office administration, facilities, or operations.
• Bachelor’s degree preferred but not required; equivalent work experience will be considered.
• Exposure to corporate office environments with multiple vendors.
• Proficient in Microsoft Office Suite; familiarity with virtual meeting tools (Teams, Zoom).
• Familiarity with budgeting and procurement processes to manage office needs effectively.

Responsibilities

• Oversee and manage all aspects of the Mumbai office to ensure cost-effective operations.
• Ensure a comfortable, productive office environment for internal customers and staff.
• Implement established policies, measure outcomes against standards, and improve operational flow.
• Coordinate internal and external resources and cultivate relationships with vendors.
• Create office efficiency by maintaining common areas, organizing procedures, and managing supplies.

Skills

Office management

Vendor relations

Budgeting

Multitasking

Communication

Independent work

Education

Bachelor’s degree in business administration

Tools

Microsoft Office Suite

Job description

ICP is looking for an energetic and organized professional to join our team as Office Manager, Mumbai. This role will be pivotal in ensuring the smooth operation of our APAC regional headquarters in Mumbai. This is a new position at ICP, reflecting the promising growth anticipated across all our service areas in the region. Collaboration is key, as you’ll work closely with and serve the needs of our people in Mumbai, as well as provide support to our team in Shanghai. The Office Manager is responsible for the effective day-to-day operation, safety, and upkeep of the Mumbai office, ensuring a reliable, compliant, and well-managed workplace that supports business continuity and scale. The role provides single-point operational ownership for office and facilities management, while operating within defined escalation and governance frameworks.

How you are going to make an impact

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 office’s 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

At ICP we are committed to creating an inclusive culture that is grounded in our core values and how we provide top class service to our clients and how we show up and support each other within our communities. We celebrate different backgrounds, experiences, and perspectives—encouraging everyone to bring their authentic selves to work. We have a diverse environment that empowers our team to feel comfortable when they voice their opinions.

For these reasons and more ICP is a proud equal employment opportunity employer. We welcome everyone regardless of their race, color, religion, sex, national origin, age, disability, veteran status, or genetics, and we are dedicated to providing an inclusive, open, and diverse work environment.

What You Will Bring

• 3–4 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
• Profiency 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.
• Organised, detail-oriented, and service-minded