Site Manager

Job Summary: Coordinates overall office operations by ensuring a well-managed business environment and providing support, enabling employees to work efficiently and safely. This includes managing resources, maintaining facilities, and addressing any logistical needs that affect workplace productivity and safety. Liaises with and supports various departments and teams in India and globally (HR, Facilities, IT Equipment, Real Estate, EHS, Accounting, Procurement, Communications, etc.) to complete tasks. By managing administrative staff, optimizing workflows, and implementing industry best practices, they will play a crucial role in improving productivity, reducing operational costs, and maintaining compliance with company policies and regulatory requirements, along with vendor management.

Key responsibilities:

·         Key customers: Provide support to the Site Head, all India employees, guests/customers visiting the facility, and those working on office-related projects as needed.

·         Vendor management / purchase orders: Collaborate with the Strategic Sourcing & Procurement team to raise requisitions. Manage relationships with vendors, service providers, and landlords. Oversee vendor onboarding, including agreements and confidentiality documents, and assist with invoice processing.

·         Procurement: Key tasks include obtaining quotations from multiple suppliers, negotiate prices to achieve cost savings, and ensure clear understanding of product requirements.

·         Health & Safety: In collaboration with the EHS, review and update health and safety policies, ensuring compliance. Act as the Office First Aid and Fire Safety representative, and address employees' health and safety needs.

·         Facilities Projects: Oversee office space management, refurbishments, and layout adjustments to ensure a suitable work environment.

·         Office Inventory: Co-ordinate, manage and order all office supplies with approval from the Site Head. Manage office inventories. Managing pantry stock effectively involves organizing, tracking, and replenishing supplies to ensure that all necessary items are available and in good condition.

·         New joiners and leavers: Facilitate the induction of new employees, including equipment provision, and manage equipment retrieval from leavers, etc.

·         IT Equipment: Ensure IT assets stock are maintained and updated timely, along with issuance of IT assets and ensuring employee IT queries are resolved via IT ticket and managed locally in the India office. Management of IT asset tag and maintaining the AMC of all equipment is required.

·         Administrative support: Organize and maintain data in spreadsheets; generate reports; organize paperwork; and other related administrative duties as required. Provide technical and logistical support for all administrative activities. 

·         Finance: Prepare budgets and track against actuals for all operational and administrative expenses. 

·         Record management: Manages procedures for retention, protection, retrieval, transfer, and disposal of records.

·         Travel and expenses: Support international and domestic travel bookings for India employees including visa applications and guidance around travel related expenses. Also, manage global visits to India.

·         Event management: Plan, coordinate, and execute office events, including meetings, conferences, workshops, team-building activities, and corporate functions. Collaborate with relevant CoEs (Center of Excellence) wherever necessary.

·         Purchase cards: Manage purchase cards and ensure all transactions are uploaded on Concur with all invoices and related documents. These cards are used for office related purchases only.

·         Other interactions:

• The receptionist reports to the Office Manager, who oversees front desk management, visitor coordination, and administrative tasks. The Office Manager is responsible for providing training, monitoring performance, and addressing any issues related to these duties.

• Manage employee transportation, including cab allocation, route management, and query resolution, along with visitor and security management.

• Support shipments by coordinating with customs or regulatory bodies for courier handling.

·         Communications:

• Internal: Organize & lead internal meetings with clear and focused agenda either with team members, stakeholders or business leaders.

• External: Communicate with vendors and suppliers to manage contracts, negotiate terms, and address any issues related to service delivery or product quality.

• Crisis management: Develop and implement communication plans for emergencies or crises, ensuring that information is disseminated quickly and accurately to all affected parties.

·         Contributes to team efforts to achieve operational efficiency and a positive working environment. Supports the organization on team socials and events.

·         Develop and implement streamlined workflows and standard operating procedures (SOPs) to ensure consistency in service delivery.

·         Liaise with Office Managers at other offices in International and US, and together define best practice for various processes performed by the Office Managers.

Education & Experience

·         Bachelor’s degree in business administration, Management, or a related field. Certification in operations management or supply chain management would be a good to have

• Proven experience in operations and administration management, preferably in a similar role, with an overall experience of 3-5 years.

• Strong organizational and multitasking skills with attention to detail. Self-motivated and ability to identify and perform work with modest level of supervision, handle/prioritize multiple tasks and simultaneous requests, and support multiple stakeholders

• Excellent leadership and team management abilities.

·         Proficient in Microsoft Office Suite and operations management software. Technical proficiency in computer and phone systems (e.g. iPhone, MS PowerPoint, Outlook, Excel, Word, SharePoint, Teams, etc.)

·         Key skills: Ability to deal with ambiguity, proactive and persistent, ability to look at issues from different perspectives

·         This role requires to be in office and make site visits whenever necessary. Proclivity to be in office.