Location: Bangalore (Onsite)
Experience: 3-5 years
Joining: Immediate

🧩 About the Role

OWLED Media is on the lookout for an Office Manager who can own and manage the complete office operations ecosystem: facilities, vendors, assets, procurement, logistics, compliance, and cost tracking, ensuring nothing falls through the cracks and the office runs smoothly, securely, and cost-effectively.

This role requires extreme ownership, attention to detail, and strong systems thinking.

🎯 Key Responsibilities

1. Facilities & Vendor Management

Own all vendor relationships (AC, electrician, internet, pest control, plumbing, etc.)
Negotiate and onboard Annual Maintenance Contracts (AMCs), especially AC units within first 30 days
Maintain a centralized vendor tracker (service dates, contract expiry, escalation contacts)
Create and manage a preventive maintenance calendar
Ensure timely payment of electricity, internet, and water bills; maintain a payment log
Act as first point of contact for all infrastructure issues
Ensure smooth functioning of CCTV systems

2. Housekeeping & Pantry Supervision

Directly supervise housekeeping staff with daily morning and evening sign-offs
Maintain and review daily cleaning checklists; escalate non-compliance immediately
Own pantry operations including grocery planning, stock management, and chai windows
Approve all grocery purchases (no order without sign-off)
Conduct weekly grocery reconciliation (actual vs budget) and report to founder

3. Asset & Inventory Management

Maintain a master asset register (equipment, furniture, appliances, cutlery, etc.)
Tag all assets with numbered stickers or engraved codes from Day 1
Conduct monthly physical inventory audits
Track all asset movement (cabin transfers, repairs, replacements)
Raise Asset Loss Reports for any missing items
Implement a checkout system for shared assets (cameras, mics, cables, chargers)

4. Office Administration

Maintain visitor log and manage visitor coordination
Manage all courier and parcel handling (incoming and outgoing)
Oversee office supplies (stationery, printer cartridges, paper)
Coordinate new joiner setups (desk, access cards, asset allocation)
Maintain an incident log (theft, damage, disputes, complaints)
Ensure basic fire safety compliance (extinguishers, signage)

5. Procurement & Purchasing

Own all office procurement (furniture, tech equipment, appliances)
Manage Amazon Business and Blinkit Business accounts
Obtain 2–3 quotes for purchases above ₹5,000
Maintain procurement log (item, cost, vendor, delivery date, asset tag)
Coordinate with internal teams before finalizing specs
Manage printing, ID cards, and stationery supplies

6. Travel & Logistics

Manage domestic travel bookings (flights, trains, hotels, cabs)
Maintain preferred travel vendor list
Handle outbound courier and logistics (props, hard drives, documents)
Maintain per-trip travel expense log and reconcile with approved budgets

7. People Operations Support

Coordinate onboarding (workspace setup, asset allocation, access cards)
Manage exit formalities including asset recovery checklist
Ensure positive visitor and client experience (meeting rooms, refreshments, cleanliness)

8. Compliance & Safety

Track fire extinguisher servicing and renew before expiry
Maintain and restock first aid kit monthly
Ensure emergency contacts and exit signage are visible
Report health, safety, or security incidents immediately

9. Financial & Operational Tracking

Manage petty cash float and monthly reconciliation
Maintain vendor payment calendar (no missed payments)
Track monthly operational expenses in a structured Google Sheet
Present a one-page monthly cost summary (actual vs budget)
Flag expenses exceeding 20% of budget before committing spend
Coordinate lease and landlord matters (rent reminders, maintenance requests)
Track insurance renewal dates and notify 30 days before expiry
Identify cost-saving opportunities quarterly

🌟 What Success Looks Like

Zero asset loss
Zero missed vendor payments
No reactive maintenance (preventive systems in place)
Clean, organized, and audit-ready office at all times
Clear monthly cost visibility for leadership
Smooth onboarding and exit processes

Office Manager - OWLED Media