India
This position will be working in our Indore office full time, 5 days a week.
Position Summary:
Vena Solutions is looking for a highly organized and proactive Office Manager to oversee the day-to-day operations of our office and company in India. This role will be responsible for coordinating the office including liaising with the managed services provider(s), coordinating the food program, ordering office supplies, coordinating shipping, and supporting multiple functions including: IT, purchasing, payroll and People processes. This individual will also spend approximately 10% of their time travelling locally for errands, and 20% of their time providing executive assistance to local senior leadership.
What you will do:
Office and Company Operations:
- Oversee the daily operations of the office and company in the India location, ensuring smooth functioning of the facilities and infrastructure.
- Run the workspace food program & oversee office events and celebrations, according to Vena guidelines, budget and expectations.
- Implement and maintain office policies and procedures, including repair and maintenance, as well as ensuring a safe and secure workspace.
- Support administrative functions, such as: couriering, receiving documents, running errands, sourcing local vendors, facilitating shipments, and managing sufficient “SWAG” supplies
- Review daily janitorial issues, highlighting special items regularly, and ensure service provider meets expectations.
- Lead the Environmental and Occupational Health and Safety Team by identifying issues through monthly inspections and implementing corrective actions.
Finance & Administrative Coordination:
- Help facilitate gathering and sharing of employee onboarding data with Payroll team for processing
- Coordinate and liaise with Procurement, IT, and People teams
- Assist with the local stamp process and legal compliance as required
- Provide administrative assistance to local senior leadership - accounting for approximately 20% of the duties of the role
Additional Responsibilities:
- Develop and implement operational strategies to improve efficiency and productivity.
- Provide support for special projects and initiatives as needed, while fostering a positive and collaborate work environment.
- Local travel for errands and travel to Canada HQ 1x per year.
Does this sound like you?
- 3-5 years of prior experience working in a cross functional office environment.
- Good communication skills: Proficient in both verbal and written communication, with the ability to effectively convey information and ideas to a variety of stakeholders across different departments.
- Excellent planning skills: Demonstrated ability to plan, organize, prioritize, and communicate tasks efficiently, ensuring that projects are completed on time and within scope. Capable of managing multiple deadlines and adapting plans as needed to meet changing circumstances.
- Ability to work within budget and communicated expectations: Skilled in managing financial resources and adhering to budgetary constraints while ensuring that all project expectations and objectives are met.
- Good computer skills and the ability to learn new skills on a variety of platforms: Proficient in using standard office software and tools, with a strong aptitude for quickly learning and adapting to new technologies and platforms as required.
Preferred Qualifications
- Prior experience in Workspace or Facilities is preferred
