Office Manager

FNZ; Pune District; On-site; INR 600,000 - 850,000; Full time

Job summary

FNZ is seeking an experienced Office/Facilities Administrator to join the Support Services team in Pune. The role focuses on overseeing all office facilities, coordinating with IT and security, and managing budgets for multiple locations.

The ideal candidate will have 8–15 years of facility management and transportation experience, strong communication skills, and proficiency in MS Office and SharePoint. This is an on-site role requiring adherence to health and safety policies.

Qualifications

• 8–15 years of relevant experience in facility management and employee transportation.
• Able to manage people and service providers; good problem solver.
• Proven ability to juggle multiple tasks, meet deadlines and communicate with internal/external clients.

Responsibilities

• Coordinate and manage the office in line with business values and ensure global consistency of all offices.
• Maintain effective communication links across the SS team and the business.
• Manage office budgets for assigned locations and track spend.
• Oversee office moves, refurbishments, and layout alterations.
• Ensure health and safety / Covid policies are followed and documented.
• Liaise with contractors and security teams; attend Building Management Meetings as required.
• Support travel and transportation arrangements for staff as needed.
• Ensure office documents are loaded to SharePoint and maintained.

Skills

Facility management

Employee transportation

Budget management

Office administration

Vendor management

Word

Excel

PowerPoint

SharePoint

Tools

SharePoint

MS Office

Job description

This role will form part of FNZ’s frontline and will centre on providing administrative support to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. This is an office based with an expected attendance level of five days a week. This role will sit within the Support Services Team (SS). The Support Services team is responsible for supporting the business, providing a quality service to both internal and external clients.

Specific Role Responsibilities

• Co-ordinate and manage the office in line with business values and creating and ensuring global consistency of all offices
• Maintain effective communication links across the SS team/business
• should have relevant experience in employee transpotation
• Manage the budgets for assigned office locations
• Manage office security in conjunction with IT department and building security team for assigned locations, booking in all visitors using building specific booking systems and liaising with the building reception and security teams and attending Building Management Meetings as required.
• First point of call for all telephone calls/meetings for the business and relaying messages.
• Management of health and safety / Covid policies and procedures for assigned locations. Ensuring H&S checklists are undertaken
• Liaison with contractors regarding any building issues which arise, monitoring this through to completion for assigned locations
• Coordinate and oversee office moves, refurbishments, and layout alterations for the office and assigned locations as required
• Ensure new starters are orientated across assigned locations and office manuals are maintained and updated
• Managing meeting room facilities to ensure the best standards are provided, ensure AV equipment is provided, any hospitality and catering requirements are met for assigned locations
• General administration duties including scanning, printing and/or filing as required by the office
• Managing office suppliers to ensure the best possible, cost effective, service is obtained
• Management of month-on-month office spend and update finance in advance of any cashflow issues. Manage the location budget and tracking
• Management of office consumables, stationary, and kitchen consumables
• Within the Support Services team it is required that the individual provides cover for holidays with your assigned ‘buddy’
• Undertake any other projects/tasks as may be required to facilitate the smooth operation of the Company.
• Undertake Risk and Compliance Training
• Undertake Fire Marshal and First Aider Training.
• Ensure office documents are loaded to SharePoint and maintained
• Help support sustainability of our offices.

Experience required

• 8-15 years of relevant experience into facility management and employee transportation
• Able to manage people and service providers;
• Good problem solver - logical and reactive in response to unexpected queries/circumstances;
• Must demonstrate flexibility to get involved in tasks at all levels;
• Must demonstrate flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines as required;
• Relationship building skills essential for staff, customers, service providers;
• A good knowledge of Word, Excel and PowerPoint is required.
• Confident, and able to take initiative given client and delivery-focused environment;
• Independent, self- directing and delivery focused working style;
• Good team communication skills, confident in dealing with internal and external clients;
• An understanding of confidentiality issues and the use of discretion