Office Manager

Job Title: Office Manager

Job Summary

We are seeking an organized and detail-oriented Office Manager to oversee daily office operations, manage staff, handle customer enquiries, maintain stock records, and support sales and purchase coordination. The ideal candidate should have strong mathematical skills, good communication abilities, and experience in administrative and operational management.

Key Responsibilities:

1. Office Team Handling

Supervise and manage daily activities of office staff.

Allocate tasks and monitor performance.

Ensure smooth coordination between departments.

Maintain discipline and productivity within the office.

2. Enquiry Against PI (Proforma Invoice)

Handle customer enquiries related to Proforma Invoices (PI).

Prepare, verify, and follow up on PI-related communications.

Coordinate with the sales team to convert enquiries into confirmed orders.

Maintain proper documentation and records of enquiries.

3. Measurement & Mathematics Knowledge

Perform basic to advanced calculations related to orders, stock, and pricing.

Verify measurements, quantities, and costing accurately.

Ensure error-free billing and documentation.

4. Calling & Client Coordination

Make outbound and receive inbound calls from customers and suppliers.

Follow up on pending payments, enquiries, and order confirmations.

Maintain professional communication and strong client relationships.

5. Outsourcing Sales & Purchase

Coordinate with vendors and suppliers for outsourced materials or services.

Negotiate pricing and terms with suppliers.

Process purchase orders and track deliveries.

Support the sales team in sourcing products as per customer requirements.

6. Stock Report Management

Maintain daily/weekly/monthly stock reports.

Monitor inventory levels and inform management of shortages.

Coordinate with the warehouse/store department for stock verification.

Ensure accurate stock entries in the system.

Required Qualifications

Bachelor’s degree in Commerce, Business Administration, or related field (preferred).

3–7 years of experience in office administration or operations management.

Strong knowledge of MS Office (Excel, Word).

Good mathematical and analytical skills.

Strong communication and coordination abilities.

Key Skills

Team management

Inventory management

Documentation & record-keeping

Basic accounting knowledge

Vendor coordination

Attention to detail

Preferred Qualities

Organized and disciplined

Problem-solving mindset

Ability to multitask

Responsible and trustworthy