Office Manager

Company Description

Basic Function:

• Responsible for Facilities procurement and contracts management processes.
• Prepare and manage the IDC Facilities annual budget, reconciling monthly expenses against the budget, review and approve invoices.
• Perform services and project cost comparison analysis and manage internal procurement processes.
• Negotiate and manage vendor contracts by negotiating with multiple vendors for the most cost-effective rate to stay within event budget, managing the contract process within our MicroStrategy Contracts team and with the vendor.
• Manage and maintain supplies inventory and stocking of items related to office supplies, copiers, printers, and other stationary items.
• Address employee inquiries and concerns ensuring timely and quality issue resolution and service delivery, follow up with users to ensure user satisfaction.
• Responsible for all mailroom operations, including shipping, receiving, and delivery of all packages.
• Greet Office visitors, answering incoming calls; taking messages and re-directing calls as required.
• Manage employee onboarding and offboarding processes.
• Ensure Health & Safety Management and the provision of a safe working environment.
• Administrator for India employee’s corporate health insurance and benefits. Work with insurer on addition/ deletion of employee and update employee list at the time of renewal.
• Diary management and arranging appointments, booking meeting rooms and conference facilities.
• Arranging both internal and external company events.
• Send supplier invoices in PDF to shared services center (FSSC) based in Poland for payment processing and arrange courier to send invoices prepared by Lead Accountant to customers.
• Liaise with vendors for payment related inquiries and follow up with FSSC for urgent/overdue payment.
• Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes.
• Provide support and guidance to IDC management, and other staff when complex, specialized, and sensitive questions and issues arise; may be required to administer and execute routine tasks in delicate circumstances such as, investigating allegations of wrongdoing.
• Partner with HR centers of excellence to ensure execution of all human resources operations within client group including HR Shared Service, HR Operations, Immigration, Recruiting and HRIS.
  

Required Skills And Qualifications

• Proven success in office administration;
• Excellent written and verbal communication skills;
• Strong time-management and multitasking abilities;
• Proficiency with office applications, and aptitude for learning new software and systems;
• Ability to maintain confidentiality of company information;
• Graduate/Postgraduate Diploma;
• Ability to work from the office 5 days a week (occasionally required to be available on Saturday’s during office maintenance);
• Ability to work from 11:30 PM to 8:30 PM IST to support office operations.