Quick overview
Job description
About the Role
Messe Muenchen India is seeking an organized, proactive Office Manager to own the day-to-day running of our Mumbai Head office & Sales offices at Delhi & Bangalore. Reporting to the CFO, you will be the operational backbone of the workplace — keeping office facilities, admin vendors, and the processes running smoothly so the team can focus on its core work.
Key Responsibilities
Office operations & administration
• Manage the daily operations of the office, ensuring a safe, tidy, and well-functioning workplace.
• Develop, document, and enforce office policies and procedures; keep the employee handbook section on workplace practices current.
• Order and manage office supplies, equipment, and stationery within budget.
• Maintain physical and digital filing systems, contracts, and records; handle incoming office generic mails and correspondence.
• Oversee reception and visitor management, ensuring professional front-of-house experience.
• Induction to new team members with office and admin related policies and procedures
• Effectively manage the administration team
Finance & bookkeeping support
• Prepare, track, and process office admin invoices, purchase orders, and expense reports.
• Administer petty cash and reconcile office-related accounts monthly.
• Track office expenditure against budget; flag variances and forecast needs.
• Liaise with the finance team on payments and records.
Facilities, vendors & compliance
• Source, negotiate, and manage contracts with suppliers, cleaning, security, and maintenance vendors.
• Schedule repairs and preventive maintenance for office equipment and premises.
• Serve as the point of contact for building management, landlords, and service providers.
• Ensure compliance with health & safety regulations; run fire drills and maintain first-aid provisions.
Team coordination & events
• Support team meetings, offsites, and company events, including catering, venue & other logistical arrangements.
• Take minutes at administrative meetings and follow up on action items.
Qualifications & Skills
Required
• Bachelor's degree or diploma in business administration, management, or a related field — or equivalent practical experience.
• 10-15 years of experience in office management, administration, or a similar role.
• Proficiency with Microsoft Office and/or Google Workspace; comfort with office-management or ERP tools.
• Working knowledge of bookkeeping and expense processes.
• Excellent written and verbal communication skills in English.
• Strong organizational ability with the capacity to prioritize and manage multiple deadlines independently.
• High level of discretion and integrity when handling confidential information.
Core competencies
• Organization & prioritization
• Problem-solving under pressure
• Negotiation & vendor management
• Budget awareness
• Communication & interpersonal warmth
• Confidentiality & professionalism
• Adaptability
• Attention to detail