Job Purpose
The Office Manager is responsible for managing the day-to-day administrative and operational activities of the office, ensuring efficient office management, regulatory compliance, facility maintenance, vendor coordination, and administrative support to all departments. The role ensures that office operations run smoothly and effectively in support of Khalsa Aid India's humanitarian mission.
Key Responsibilities
Office Administration
- Oversee the daily operations of the office and ensure a professional working environment.
- Maintain office infrastructure, equipment, utilities, and supplies.
- Ensure cleanliness, safety, and proper maintenance of office premises.
- Coordinate office security and access management.
Facilities & Asset Management
- Maintain and update the organizational asset register.
- Ensure proper allocation, maintenance, and tracking of office assets.
- Coordinate repairs, servicing, and preventive maintenance of office equipment.
- Conduct periodic inventory and asset verification.
Procurement & Vendor Management
- Manage procurement of office supplies and administrative requirements.
- Obtain quotations and coordinate with approved vendors.
- Monitor vendor performance and service quality.
- Verify invoices and coordinate with the Finance team for timely payments.
Documentation & Compliance
- Maintain physical and electronic records of administrative documents.
- Ensure statutory registrations, agreements, and licenses remain updated.
- Support internal and external audits by providing required documentation.
- Ensure compliance with organizational policies and statutory requirements.
Employee Support
- Coordinate employee onboarding logistics and workstation readiness.
- Manage attendance systems and administrative employee records.
- Support travel arrangements, accommodation, and logistics.
- Coordinate office events, meetings, and employee engagement activities.
Financial Administration
- Maintain petty cash records and administrative expense reports.
- Monitor office administration budgets and expenditures.
- Process reimbursement requests in accordance with organizational policies.
Logistics Coordination
- Arrange travel, accommodation, and transportation for employees and visitors.
- Coordinate logistics for meetings, workshops, training programs, and relief operations.
- Ensure timely dispatch and receipt of courier and official documents.
Reporting
- Prepare weekly and monthly administrative reports.
- Maintain office MIS and operational records.
Track administrative performance indicators and recommend improvements
Pay: ₹30,000.00 - ₹40,000.00 per month
Language:
Location:
- Jalandhar City, Punjab (Required)
Willingness to travel:
Work Location: In person
