Position Summary:
Redaptive is looking for a dynamic and proactive Office Manager to help scale our India Operations. As a key member of the People Team, you will play a pivotal role in supporting the company’s growth and ensuring a productive and engaging work environment. This role involves handling a broad range of responsibilities, including office administration, vendor and invoice management, travel coordination, CSR initiatives, employee engagement, and onboarding/offboarding processes.We’re seeking someone who brings a calm and collaborative energy, a generous and solution-oriented mindset, and a knack for keeping operations running smoothly. This is a full-time role, work from office (Monday to Friday).
Responsibilities and Duties:
Office Administration:
Manage day-to-day office operations to ensure an efficient and pleasant work environment.
Oversee office facilities, maintenance, repairs, and restocking of supplies.
Supervise the office pantry: track inventory, restock as needed, and maintain cleanliness.
Oversee office support staff to ensure tasks like pantry management, meeting room readiness, and cleanliness are consistently executed
Vendor, Expense and Invoice Management:
Handle end-to-end vendor management process, including insurance, welcome kit procurement, Gifting, and background verification.
Coordinate new vendor onboarding by sourcing quotes, conducting comparative analysis, finalizing vendors, and compiling necessary documentation aligned with finance protocols.
Maintain consistent communication with vendors to ensure timeliness, troubleshoot any issues, and address inquiries promptly.
Manage the submission of invoices to the designated team for review and validation.
Execute the payable process as per the bi-monthly cycles of each month, ensuring adherence to payment timelines.
Maintain an organized invoice tracker and guarantee timely release of payments before the due date.
Fulfil vendor requests by sharing transaction details and submit the happay expenses tracker alongside invoices.
Employee Connect:
Provide logistical support for any team events or training sessions
Ensure smooth execution of the Annual Get-together and collaboration weeks.
Foster a positive and enjoyable workplace environment by organizing team-building activities and events.
Coordinate and lead Corporate Social Responsibility initiatives to contribute to the community. Collaborate with external partners and internal teams to plan and execute meaningful CSR projects.
Support People Team communication by coordinating schedules and drafting content for internal platforms and social media.
Assist in the administration of employee benefits and related processes.
Send timely reminders and nudges to employees to encourage completion of necessary actions.
Travel Support:
Manage travel arrangements, including flights, accommodation, and ground transportation.
Facilitate relocation support for employees, coordinating logistics and resources.
Support frequent international travelers with VISA, travel insurance, flight ticket assistance related formalities
Job Duty : Time Spent Performing Duty:
Office Administration - 40%
Employee Connect & CSR - 30%
Expenses & Invoices Management - 15%
Travel Support - 15%
Required Abilities and Skills:
Excellent written and verbal communication skills; ability to understand and judge the right communication style for the audience.
Demonstrated ability to be proactive, take initiative, exercise good judgment, maintain discretion and confidentiality in all tasks; resourcefulness is key.
Ability to understand and meet deadlines and time sensitive issues in a fast-paced environment.
Incredible attention to detail and accuracy
Ability to create and/or modify processes and scale best practices around responsibilities associated with this role.
Experience using Asana a plus
Have an ergonomically correct and functional work-from-home workstation set up
Education and Experience:
At least 7 years of experience in an administrative role, with a minimum of 3 years in a managerial position.
3+ years of Event & travel management experience
Bachelor's degree in human resources or business administration
Previous experience in handling highly confidential employee and/or business information.
Travel:
This role does not involve any international travel.
The Perks!
Equity plan participation
Medical and Personal Accident Insurance
Support on Hybrid working – Equipment & Connectivity
Flexible Time Off
Continuous Learning
Annual bonus, subject to company and individual performance
The company is an Equal Opportunity Employer, drug free workplace, and complies with Labor Laws as applicable. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
Redaptive is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
