Location: Chandigarh Industrial Area
Reporting To: Director
Experience: 2–7 years
Employment Type: Full-time
About the Role
We are looking for a responsible, organised and proactive Office Manager to manage the day-to-day administration and coordination of the office and provide direct assistance to the Director.
The person will be responsible for ensuring that office work, documentation, follow-ups, staff coordination and routine business activities are completed smoothly and on time.
Key Responsibilities
1. Office Administration
- Manage day-to-day office administration and facilities.
- Coordinate with staff, vendors, suppliers and service providers.
- Maintain office records, files and important documents.
- Ensure office requirements, stationery and supplies are available.
- Coordinate meetings, visitors and office appointments.
- Handle routine correspondence, emails and communications.
2. Assistance to Director
- Maintain the Director's daily task and follow-up list.
- Follow up with employees, customers, vendors and other contacts as instructed.
- Keep track of pending work and deadlines.
- Prepare basic reports, letters, quotations and documents.
- Arrange meetings, calls and appointments.
- Ensure instructions given by the Director are followed through to completion.
3. Tender & Documentation Support
- Assist in preparing government tender documents.
- Download, organise and maintain tender documents.
- Prepare basic BOQs, quotations, comparative statements and compliance documents.
- Maintain a record of tenders, submission dates and pending requirements.
- Coordinate with the technical and accounts teams for required documents.
4. Staff Coordination
- Coordinate with different departments regarding pending work.
- Maintain attendance and basic staff records.
- Follow up on assigned tasks and deadlines.
- Escalate delays or important issues to the Director.
- Help maintain discipline and smooth functioning of the office.
5. Purchase & Vendor Coordination
- Obtain quotations from suppliers.
- Prepare comparative statements.
- Follow up on orders, deliveries and pending payments.
- Maintain basic vendor records.
- Coordinate with accounts and purchase teams.
6. Customer & Project Follow-up
- Follow up on quotations, enquiries and pending orders.
- Maintain records of important customers and projects.
- Coordinate meetings and site visits.
- Follow up with project teams for updates.
- Prepare simple weekly status reports.
7. Computer & Documentation Work
- Good working knowledge of MS Word, Excel and PowerPoint.
- Handle emails, PDFs, online portals and digital documentation.
- Maintain organised electronic and physical filing systems.
- Use internet research and AI tools such as ChatGPT for routine office work and documentation.
Desired Qualities
- Well organised and disciplined
- Good communication skills
- Good command of English
- Proactive and responsible
- Good follow-up skills
- Comfortable handling multiple tasks
- Polite and professional with customers, vendors and staff
- Able to work independently
- Trustworthy and able to maintain confidentiality
- Willing to learn about the company's products and business
Qualification
Graduate in any discipline.
Preferred experience: 2–7 years in office administration, operations, coordination, project administration or a similar role.
Experience in engineering, manufacturing, infrastructure, government tenders or construction-related companies will be an advantage.
Most Important Requirement
The person should be someone who takes ownership of routine work and follows things through without requiring constant reminders.
The objective is to have someone who can keep the office organised and reduce the Director's day-to-day administrative and coordination workload.
Pay: ₹20,000.00 - ₹30,000.00 per month
Ability to commute/relocate:
- Chandigarh, Chandigarh (Chandigarh): Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- - What is your expected Salary
Willingness to travel:
Work Location: In person
