Office Manager

About the Role

• We are seeking a highly organized, proactive, and detail-oriented Office Manager to provide executive, administrative, and operational support to the office. The role requires exceptional organizational skills, the ability to manage multiple priorities, coordinate with internal and external stakeholders, and facilitate the seamless execution of key administrative, HR, executive search support, and basic accounting responsibilities in a fast-paced professional services environment. Knowledge of basic accounting principles is preferred, or a willingness to learn the same.

Qualification & Experience

• Commerce graduates (Male/Female) with 4–10 years of experience in Accounting and Administration will be preferred.
• Candidates seeking to restart their professional careers after a sabbatical are encouraged to apply.

Key Responsibilities

Basic Accounting

• Working knowledge of Tally.
• Preparation and filing of GST Returns.
• Preparation and filing of TDS Returns.

Executive Office & Calendar Management

• Manage the calendars of the Managing Director and key stakeholders, ensuring effective prioritization of meetings and commitments.
• Coordinate meetings, interviews, video conferences, and client/candidate interactions.
• Organize meeting logistics, circulate invitations, monitor follow-up actions, and provide administrative support to the Managing Director, including special projects.

Executive Communication & LinkedIn Management

• Manage the Managing Director’s professional correspondence and LinkedIn account.
• Coordinate LinkedIn posts, networking activities, profile updates, and messaging.
• Draft professional communications on behalf of the Managing Director.

Travel & Logistics Coordination

• Coordinate domestic and international travel, including flights, accommodation, visas (where applicable), local transport, itineraries, and related logistics in consultation with the Accounts team.

Executive Search Process Coordination (SOP Compliance)

• Coordinate interviews and interactions between the Managing Director, clients, referees, and shortlisted candidates.
• Execute Executive Search SOPs, including referee acknowledgements, client thank-you notes, candidate joining communications, and Employee Feedback Reports.
• Maintain accurate trackers, CRM records, referee databases, search documentation, and candidate/client engagement activities, including planter dispatch coordination.

Marketing & Corporate Communication

• Execute marketing campaigns, email communications, and other branding initiatives from the Managing Director’s office.

HR Operations & Administration

• Maintain employee attendance, leave, Work From Home (WFH), and Out-of-Office records through the HRMS.
• Resolve attendance-related discrepancies with employees and relevant stakeholders.
• Coordinate with vendors for office administration, procurement, and related activities.

Candidate Documentation & CRM Administration

• Format candidate resumes using the prescribed company template.
• Prepare comparative candidate assessment matrices and related search documentation.
• Ensure timely and accurate entry of candidate information into the CRM system.
• Maintain complete, accurate, and up-to-date candidate records and documentation.

Desired Skills & Competencies

• Excellent organizational, planning, and multitasking skills.
• Basic knowledge of accounting principles and financial documentation.
• Strong written and verbal communication abilities.
• High standards of confidentiality, integrity, and professionalism.
• Strong attention to detail with a process-oriented mindset.
• Proficiency in Microsoft Office Suite and CRM/ERP systems.
• Ability to work independently, prioritize multiple assignments, and deliver within timelines.
• Proactive, resourceful, and customer service-oriented.

Key Success Measures

• Efficient management of the Managing Director’s office, calendar, and executive priorities.
• Basic knowledge of accounting principles; working knowledge of Tally ERP, GST, and TDS Returns will be an added advantage.
• Timely and accurate coordination of meetings, travel, communications, and administrative activities.
• Compliance with Executive Search SOPs and high levels of CRM data accuracy.
• Professional and responsive communication with candidates, clients, referees, vendors, and internal stakeholders.
• Accurate maintenance of attendance and documentation records.
• Smooth day-to-day office administration while consistently delivering high service standards.