Office Manager

Roles and Responsibilities of an Office Manager

1. Office Administration

• Oversee day-to-day administrative operations of both office and factory premises.
• Ensure availability and timely procurement of office supplies, stationery, and consumables as per company requirements.
• Manage correspondence, filing systems, and documentation for all departments.
• Supervise housekeeping, security, and maintenance personnel to maintain hygiene, safety, and orderliness.
• Handle visitor management, reception duties, and internal/external communication flow.

2. Coordination & Communication

• Act as a liaison between the Head Office, factory, and inter-departmental teams (Accounts, HR, Production, Purchase, and Logistics).
• Ensure efficient communication between management and employees.
• Assist senior management in organizing meetings, preparing reports, and maintaining daily operational updates.

3. HR & Personnel Support

• Maintain attendance, leave records, and shift rosters for staff and workers.
• Assist in recruitment, joining formalities, and employee documentation.
• Support implementation of HR policies, workplace discipline, and employee engagement initiatives.
• Provide attendance and overtime data to accounts for payroll processing.

4. Compliance & Documentation

• Maintain and update statutory records such as Factory License, Labour Registers, ESI, PF, and other compliance files.
• Coordinate with auditors, consultants, and government authorities during inspections and audits.
• Ensure adherence to company policies, statutory regulations, and safety standards.

5. Vendor & Purchase Coordination

• Liaise with vendors and service providers for utilities, office supplies, and maintenance work.
• Obtain quotations, raise purchase requests, and ensure cost-effective procurement.
• Maintain vendor databases and follow up on payments with the Accounts Department.

6. Facility & Asset Management

• Oversee maintenance of office infrastructure, vehicles, and equipment.
• Manage Annual Maintenance Contracts (AMCs) for key utilities such as electricity, water, and internet.
• Maintain an updated asset register for furniture, IT equipment, and factory assets.

7. Support to Accounts & Logistics

• Manage petty cash and assist with expense reimbursements.
• Coordinate dispatch schedules, transport arrangements, and material documentation.
• Support the Accounts Department in invoice verification, bill processing, and record maintenance.

8. Safety & Welfare

• Ensure adherence to safety, security, and hygiene protocols across office and plant areas.
• Support management in implementing welfare programs, employee activities, and CSR initiatives.

9. Reporting

• Prepare and submit daily, weekly, and monthly reports covering office expenses, manpower, and administrative performance.
• Keep management informed about operational updates, issues, and improvement opportunities.

10. Additional Responsibilities

• Undertake any other duties, responsibilities, or assignments that the Management may assign from time to time in the interest of the Company and all its sister concerns.