Office Manager

About the role: 

We are looking for a highly capable Office Manager for our Bengaluru, India office. This person will provide office services with proactivity, enthusiasm, and a team-player mindset. This role requires you to work closely with a team of administrative and operational professionals on facilities, operational initiatives, basic IT services, and general office administration services. The Office Manager is responsible for managing the front desk, maintaining facilities upkeep, overseeing office security, and managing housekeeping. Additionally, the role includes booking travel and hotel accommodations, and providing executive assistance to the General Manager, India. The Office Manager will work closely with the administration team to ensure smooth operations and a welcoming environment.

 A day in the life of our Office Manager: 

Provide general administrative support, including but not limited to:

• Manage the front desk and reception area, ensuring a professional and welcoming environment.
• Oversee office security and housekeeping management.
• Coordinate facilities upkeep, ensuring cleanliness and maintenance.
• Book travel and hotel accommodations for employees and visitors.
• Provide executive assistance to the General Manager, including scheduling, correspondence, and administrative tasks.
• Ensure that housekeeping, driver, and security staff report their leave and attendance.
• Maintain office inventory and ensure items are stocked.
• Ensure meeting rooms are set up and cleaned up after use.
• Handle inventory management and organization of supplies.
• Manage shipping and receiving of company property.
• Control access to the office such as managing the logbook and issuing visitor badges.
• Order, set up, and break down catered meals.
• Answer calls and queries by both phone and email.
• Visitor management.
• Maintain Altium employee areas, keeping them clean and organized.
• Approve food vendors, flowers, parking, and other operational invoices.
• Purchase employee anniversary and sales incentive bonus gift cards when applicable.
• Provide high-quality customer service to all employees, internal and external visitors, ensuring a distraction-free work environment.
• Act as the main point of contact for the landlord and office vendors, liaising with them as necessary to ensure the maintenance and upkeep of the entire working environment, including communal areas such as kitchens and bathrooms.
• Work closely with other Corporate Services and Office Management teams on tasks such as:
o Administering Amazon Business services used for purchases.
o Assisting with IT-related tasks and projects, particularly shipping and deliveries.
• Collaborate with the HR team and other departments to foster a positive and inclusive atmosphere by gathering input to plan events that support company culture, office culture, and employee engagement.
• Responsible for updating the team on Health & Safety policies

• Main point of contact for anything related to Health & Safety procedures at the office.
• Assist with additional administrative projects as needed.
• Availability to travel with the team to provide support during off-site team-building and retreats.
• Perform other duties as assigned.

Who We’re Looking For

• Minimum 5 years of experience in office administration or a similar role.
• Minimum 3 years of job-related experience, preferably in the administrative/hospitality industry.
• 1-2 years of Microsoft Word and Excel experience; preferably Google Workplace (G Suite products) applications.
• Basic knowledge and understanding of technology to work with the IT team regarding staff and office IT needs and requirements.
• Strong verbal, written, interpersonal, and customer service skills, able to represent the company with internal employees, visitors, and vendors.
• Ability to manage sensitive and confidential information.
• Strong planning and organizational skills with close attention to detail.
• Punctual and dependable, with excellent time management skills.
• Confidence in interactions with people of all backgrounds and at all levels of the organization.
• Ability to operate with a high level of confidentiality and integrity.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Educational requirements: Bachelor’s degree preferred.
• Ability to work collaboratively in a team-oriented environment.
• Full-time in the office required.
• Preferred but not necessary: 1-2 years of experience with opening a new office or helping to coordinate office expansion.

Our Benefits

✈️ Annual leave
🤒 Paid sick leave, bereavement leave
👶 Maternity/paternity leave
🎊 Public holidays
🏥 Medical insurance
🚘 Travel allowance
🖥 Home internet allowance 
🧘 nilo.health Employee Mental Assistance Program
🎁 Work anniversary gifts
🥳 Employee Referral Program and Employee of the month recognition programs
📚 Professional development support
🏦 Pension