Facilities and Operations Coordinator

Office Manager - Job Description

• Oversee Administrative tasks, organize operations and devise systems and procedures in the office to ensure all work runs smoothly General support and guidance to Admin staff and support staff
• Oversee travel bookings including international travel, hotel bookings, visa, forex etc
• Correspondence – visa letters, Employment certificates, relieving letters etc
• Liaise with IT team for all IT matters relating to purchase / hire of Hardware, software,
• Maintenance and repairs, security measures, IT budgeting, Fire alarm systems etc
• Vendor Management including AMCs
• Maintenance and upkeep of office premises, liaise with building authorities, arranging for office supplies, overseeing security, housekeeping and pantry – emphasis on hygiene and cleanliness, stationery, printing, office car, air conditioners etc
• Overseeing meeting arrangements including providing food / snacks etc. Organising in-house and out of office events, Oversee Retreat arrangements for Lawyers and Admin staff etc
• Finance / Banking / Accounts – The Firm accounts and finance functions are centralized at Delhi. At Mumbai, accounting includes Bank payments to vendors, handling petty cash and cash payments, annual budgeting exercise etc. Monthly Accounts and expenses to be sent to Delhi office Finance and Billing teams. Approvals to be put in place for all expenses, purchases etc.
• Lease matters – Lease renewals, Negotiation of terms, expansion, appointing Architects, managing fit-outs, managing all statutory requirements / permissions from BMC-fire Department, purchasing office equipment / IT equipment in consult with IT team with proper approvals etc.
• Insurance – Arranging and renewals / negotiating terms of Mumbai office insurance,
• professional indemnity insurance, group health policy insurance, car insurance, cyber risk insurance etc.
• Business Continuity and Disaster Recovery plan – Prepare, periodic review and update the BC&DRP.
• Preparing and circulating S&R Holiday list, staff lists, vacation report etc
• Any other matter that is required to be managed for the Firm / Partners. In short, the OM is responsible for anything and everything concerning.