Office Manager

1. Role ObjectiveTo ensure the office runs smoothly every day by managing staff coordination, attendance, documentation, follow-ups, customer coordination, office discipline, MIS and administrative work.

2. Key ResponsibilitiesA. Office Administration

• Ensure the office opens and closes properly every day.
• Maintain office discipline, cleanliness and basic facilities.
• Coordinate with office boy, stock/helper and other support staff.
• Monitor stationery, printing, courier and office requirements.
• Maintain important office documents and records.

B. Staff Coordination

• Maintain daily attendance and leave records.
• Follow up on late coming, absenteeism and irregular attendance.
• Ensure employees follow assigned timings and responsibilities.
• Coordinate staff meetings and daily task allocation.
• Escalate repeated performance or discipline issues to management.

C. Sales & Customer Coordination

• Maintain a record of customers visiting the office/showroom.
• Ensure customer requirements are properly recorded.
• Coordinate customer follow-ups with the concerned salesperson.
• Track pending customer enquiries, quotations and follow-ups.
• Ensure important customer complaints are escalated and closed.

D. Purchase / Vendor Follow-up

• Follow up with vendors/manufacturers for pending orders.
• Maintain a simple ordered → promised date → received → pending → delayed tracker.
• Coordinate with purchase, inward and stock teams.
• Escalate delayed or problematic orders to management.

E. MIS & Reporting

The Office Manager should prepare a daily/weekly management report, including:

• Staff attendance
• Customer visits
• Customer enquiries
• Pending follow-ups
• Pending vendor orders
• Delayed orders
• Dispatch/courier status
• Important complaints
• Pending administrative issues

F. Computer & Documentation

• Good knowledge of Excel, Google Sheets, Word, WhatsApp and email.
• Maintain digital and physical records.
• Prepare basic reports and MIS.
• Coordinate with Tally/accounts staff wherever required.
• Ensure important documents are properly filed.

G. Office Discipline & SOP

• Ensure employees follow company SOPs.
• Monitor whether assigned responsibilities are actually being completed.
• Identify gaps in processes and report them to management.
• Assist in implementing new systems and procedures.