Office Manager

Office Manager, APAC Region

As an Office Manager at SymphonyAI, you play a key role in ensuring the smooth and efficient operation of our Bangalore office, while also providing virtual support to other offices across the APAC region. You will manage day-to-day administrative operations, oversee compliance and safety, foster employee engagement, and drive participation in office and global projects. Your proactive approach and attention to detail will help maintain a productive, comfortable, and compliant work environment.

This is not a hybrid position; you are required to be onsite five days a week, with occasional early/late support for meetings or office needs.

Key Responsibilities

Office Management:

• Maintain a clean, safe, and welcoming office environment.
• Ensure meeting rooms and communal areas are fully operational each day.
• Order and restock office supplies (stationery, groceries, etc.) responsibly and cost-effectively, avoiding overstocking.
• Oversee visitor management, including access badge issuance and tracking.
• Liaise with the building facilities team to address any issues (HVAC, fire alarms, lighting, etc.).
• Coordinate with IT to ensure all equipment is functioning and available.
• Respond to and resolve facilities tickets via APEX; manage mail distribution and general office correspondence.
• Provide virtual support for APAC regional officesweekly check-ins, vendor management, compliance tracking.
• Create and manage POs for new and existing vendors on a global basis.
• Be available for emergency callouts as required (e.g., floods, break-ins).
• Assist with clear-outs, office moves, or closures as needed.

Compliance & Safety:

• Maintain up-to-date certifications and records for Fire Wardens and First Aiders (including personal certification).
• Complete monthly facilities and H&S checklists; perform risk assessments.
• Document and track all Health & Safety (H&S) compliance, including maintaining H&S trackers.
• Support monthly audit compliance for SOC2, ISO27001, and other standards (checklists, evidence logging).
• Attend audit calls and provide required documentation.
• Keep the Business Continuity Plan updated; run test scenarios with the Compliance team.

Employee Engagement:

• Actively participate in the Social Committee for Bangalore; manage APAC region engagement virtually.
• Track and manage the annual budget for engagement activities and events.
• Lead the planning and execution of select social events and team-building activities from inception to completion.
• Foster a positive, collaborative office culture by organizing creative, fun, and free engagement opportunities.

Projects:

• Participate in global H&S and environmental projects.
• Support the development and coordination of a company-wide Facilities Forum.

What Youll Bring

• Strong organizational and planning abilities in a fast-paced environment.
• Excellent time management, multi-tasking, and prioritization skills.
• High attention to detail with a solutions-oriented, proactive approach.
• Creative mindset, always looking for ways to improve operations or engagement.
• Exceptional written and verbal communication skills; comfortable interacting with all levels of staff, visitors, and vendors.
• Strong project management skills, with the ability to coordinate multiple tasks across different offices.

Qualifications

• Bachelors degree in business administration, management, or related field; or equivalent experience.
• 7-9 years of experience as an Office Manager, Front Office Manager, Administrative Assistant, or similar role.
• Knowledge of office management responsibilities, systems, and procedures.
• Proficient in MS Office (Excel, Word, Outlook); experience with office management software and email scheduling tools.
• Demonstrated experience in managing budgets and financial operations.
• Ability and willingness to be onsite five days a week, with occasional schedule flexibility as required.