Assistant Office Manager Jobs

ASEC Engineers, a Verdantas Company, provides innovative, cost-effective power delivery solutions in transmission, distribution, and substation engineering. We focus on quality, safety, diversity, and customer service, fostering a culture of excellence.

We are seeking an Assistant Office Manager for our Pune Location to oversee daily operations, manage vendor relationships, coordinate office events, and support all administrative functions.

 

Responsibilities:

  • Assist in day-to-day operations of the office and handle administrative requests and queries. 
  • Provide general support to visitors. Function as the point of contact for internal and external stakeholders.
  • Responsible for maintenance of office equipment, including computers, machines, internet and books. Assist in hardware setup for staff members and new hires.
  • Oversee inventory management by monitoring stock levels, organizing supplies, and placing orders to ensure the office is always well-equipped.
  • Coordinate with the Building Management System (BMS) to ensure proper maintenance of office facilities, manage building services, and address any issues related to the office infrastructure.
  • Ensure the safety and hygiene of office premises by maintaining cleanliness, implementing safety protocols, and conducting regular inspections to uphold a safe and healthy work environment.
  • Manage vendor relationships, including contract negotiations, performance evaluation of vendors, and issue resolution.
  • Generate monthly and annual reports for administrative expenses and inventory.
  • Coordinate with the accounts team to ensure timely invoicing and bill payments.
  • Ensure compliance with all administrative regulations, policies, and procedures to maintain smooth office operations and adhere to legal and organizational standards.
  • Travel out of city as needed to assist with setting up new offices from scratch and managing related activities.
  • Arrange and manage travel, accommodation, and transportation for official business trips, when required.
  • Co-ordinate office events, including meetings, team activities, and special occasions, ensuring all logistics are handled efficiently and that events run smoothly.
  • Support in the process of hiring, onboarding, exit and other HR related activities, if required.
  • Work with US office colleagues for the support they require from the India office.
  • Work with the Marketing team to support the marketing activities.
  • Attend coordination meetings with the US office when required between 7 PM and 10:30 PM IST. Please note, This is a full-time, in-office role.

Requirements / Skill Sets:

  • Bachelor’s degree in any discipline
  • Proven experience (3+ years) in office administration, facilities management, or a similar role.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Key Competencies

  • Organizational Skills
  • Communication Skills
  • Vendor Management
  • Problem-Solving
  • Pro-active
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