Office Management Assistant - Pune

Office Management Assistant

Key Responsibilities

Office Operations & Reception

• Front Office Management:

  Handle all reception duties, including managing incoming and outgoing calls, professionally greeting and directing visitors, and coordinating candidate interviews.

• Security & Access Control:

  Manage visitor and vendor entry and exit processes, strictly ensuring all security protocols are followed (main gate information, register entry, Visitor & Employee access card management).

• Facilities & Maintenance:

  Conduct regular office rounds for supervision of

  Housekeeping and Pantry operations

  , ensuring high standards of maintenance and upkeep.
• Manage the Third-Party Facility team, supervising the quality of work.
• Follow Annual Maintenance Contract (AMC) schedules for vendor visits, reporting, and following up on all necessary repairs and general office upkeep.

• Inventory Management:

  Oversee the stock and inventory of

  stationery and pantry supplies

  , including managing stock levels and recording daily utilization.

• Meeting Room Management:

  Coordinate the booking of boardrooms and meeting rooms, managing schedules, and ensuring rooms are correctly set up for meetings.

• Courier & Shipments:

  Manage all inbound and outbound courier shipments of documents and hardware, including logging, dispatching, and tracking with the assistance of the security team.

• Health & Safety:

  Manage the

  first aid box

  , ensuring its contents are fully stocked and up-to-date at all times.

• New Hire Onboarding:

  Coordinate and hand over welcome kits to new hires in the Pune office based on details provided by the HR team.

Coordination & Administrative Support

• External Liaising:

  Coordinate with Embassy BMS (Building Management Services) for facility requirements, such as car parking and guest/vendor entries.

• Manpower & Attendance Tracking:

  Track attendance for security, pantry, and housekeeping staff, along with regular employee physical attendance tracking.

• Inter-Office Coordination (Supporting Central Operations):

  Liaise with the Mumbai Office team to execute local tasks related to centrally managed critical operations, including:
• Coordinating special employee services (e.g., cab activations for female employees).
• Assisting with Biometric enrollment for new joiners.
• Supporting the Full and Final (F&F) settlement process for departing employees.
• Assisting with Medical insurance administration and Annual Maintenance Contract Renewals.
• Handling arrangements for employee travel, including hotel stays and car hire bookings.
• Processing orders for Pantry, Stationery, and Housekeeping materials

Required Skills and Qualifications

• Experience:

  Proven experience of at least

  2 years

  in an administrative or office management role, preferably within a corporate environment.

• Communication:

  Good

  verbal and written communication and interpersonal skills

  .

• Organizational Skills:

  Strong organizational and time-management abilities

  ; a dedicated multitasker with a high degree of attention to detail.

• Technical Proficiency:

  Proficiency in

  Microsoft Office Suite

  (Word, Excel, Outlook).

• Attitude:

  A

  proactive and service-oriented attitude

  is essential.