Job Title:
Location:
Working Hours:
Salary Range: ₹
Department:
Employment Type:
Company:
Keplin Global Services is the Indian operations hub of UK-based Keplin Group, a leading player in FMCG import, wholesale, and digital retail. From our base in Navi Mumbai, we support cross-channel distribution across Amazon, Shopify, TikTok, and more—driven by innovation, compliance, and operational excellence. As we expand our footprint in India, we’re building an agile, tech-savvy team to drive process efficiency and high performance across every level of our operations.
Role Overview
We are seeking a proactive, organized, and hands-on Office Operations Manager to oversee the smooth day-to-day functioning of our Indian office. This role is ideal for someone who thrives in a dynamic, fast-growing environment and is passionate about driving process improvements, ensuring compliance, and fostering a safe and productive workplace.
Key Responsibilities
1. General Office Caretaking
- Oversee daily operations of the office environment, ensuring cleanliness, organization, and safety where possible.
- Coordinate with cleaning and maintenance vendors to schedule routine services and urgent repairs.
- Monitor office equipment (printers, copiers, phones) and arrange for maintenance or replacement as needed.
- Maintain office facilities, including meeting rooms: manage bookings, set up AV equipment, and ensure rooms are tidy and ready for use.
- Ensure availability and regular provision of drinking water for staff across all office & warehouse locations.
2. Staff Relations & Communication
- Provide support to the HR Manager related to Operations concerns, feedback, or complaints.
- Foster a positive, approachable atmosphere to encourage open communication and early resolution of issues.
- Organize regular office-wide updates, newsletters, or bulletin boards to keep team informed and engaged.
- Maintain awareness of employee health concerns or allergies to ensure a safe workplace.
3. Supplies & Inventory Management
- Track inventory levels of kitchen supplies (teas, coffee capsules, soft drinks) and general office materials (stationery, printer paper, toner), restroom/WC supplies.
- Place orders with approved suppliers and vendors to maintain adequate stock levels, within budgetary guidelines.
- Receive, inspect, and distribute incoming supplies; maintain accurate inventory records.
- Negotiate pricing, review supplier performance, and implement cost-saving measures where possible.
- Order uniforms and necessary equipment for office and warehouse teams.
4. Executive & Director Support
- Manage the CEO’s calendar where requested (adhoc): schedule appointments, meetings, and travel; coordinate lunches and off-site venues.
- Receive and prioritize calls for the director, including from shipping insurance companies and CRM account managers, ensuring urgent matters are escalated.
- Book restaurants or event spaces for client or internal meetings, handling all reservations and special requests.
- Handle ad hoc legal and administrative tasks for the CEO, including liaising with legal counsel and processing urgent documentation.
- Book accommodation and travel for external consultants and contractors, managing itineraries and expenses.
5. Financial Oversight
- Double-check company card expenses and statements to ensure compliance and prevent misuse.
- Monitor cardholder accounts and report any irregularities or potential abuses to finance management.
6. Recruitment, Hiring & Onboarding
Partner with HR Manager to support in recruitment activities, as and when required on the following tasks:
- Create and draft job descriptions and post openings on appropriate channels.
- Screen resumes, coordinate interviews, and liaise with candidates to schedule assessments or meetings.
- Support when required to send NDA to new joiners.
- Ensure employee matters are handled confidentially and efficiently.
- Support with onboarding materials: welcome kits, equipment setup, building access, and induction schedules (in-line with HR Manager requirements).
- Coordinate new-hire orientations, ensuring compliance with company policies and a smooth transition into the team.
7. Health & Safety Responsibilities:
- Oversee and ensure compliance with all workplace health and safety regulations, policies, and procedures.
- Conduct regular risk assessments and safety audits to identify hazards and implement corrective actions.
- Develop, implement, and maintain health and safety protocols tailored to the office environment.
- Coordinate fire drills, emergency response plans, and first aid training for staff.
- Liaise with external agencies and internal stakeholders to maintain a safe and compliant workplace.
8. IT & Equipment Provisioning
- Liaise with IT to create email accounts and assign user permissions for new employees.
- Order and set up devices (laptops, phones, peripherals) for new hires, ensuring they are configured and ready for use.
- Provide clear guidance on main points of contact for IT or HR issues and emergencies.
8. Events & Meeting Coordination
- Plan company team socials, bonding events, and the annual Christmas party from concept through execution.
- Ensure meeting rooms are prepared with replenishments (water, tea, coffee) and necessary AV setup.
- Arrange lunches for in-house meetings, accommodating dietary requests and allergies.
- Monitor and support office morale initiatives and team-building activities.
9. Administrative & Project Support
- Draft, proof-read, and distribute internal documents, memos, and presentations.
- Assist with budgeting and expense tracking for office-related expenditures.
- Support special projects or events (Summer/Seasonal/Christmas parties) from planning through execution.
- Generate regular reports on office operations, supplier performance, and budget status for senior management.
- Manage overdue invoice follow-ups and related paperwork, collaborating with finance and legal as needed.
10. Continuous Improvement
- Gather feedback from staff and management to identify opportunities for process optimization.
- Implement best practices in office management to enhance efficiency, morale, and cost-effectiveness.
- Stay informed on industry trends and technology solutions to recommend upgrades (e.g., facility management software, collaboration tools).
Who You Are
- 3+ years of experience in office or operations management, preferably in a multinational or fast-paced startup environment.
- Strong knowledge of workplace health & safety compliance (especially under Indian regulations).
- Exceptional organizational, problem-solving, and people management skills.
- Comfortable working independently, taking ownership, and juggling multiple priorities.
- Proficient in MS Office, Google Workspace, and basic office automation tools.
- Excellent written and verbal communication skills, with fluency in English is essential for both internal coordination and external stakeholder interactions.
Educational Qualifications:
- Bachelor’s degree (required) in one of the following fields:
- Business Administration
- Operations Management
- Human Resources
- Facilities Management
- Commerce or a related discipline
If you're interested in this opportunity, please send your updated CV, Cover letter to janicefernandes@keplin-group.com, or alternatively, apply directly via LinkedIn.
