Designation – Office Manager
Experience – 2 to 4 Years
Salary –  8 to 24 LPA
Gender – Any
WFO –  Work from Office Only
Location – Mumbai

JD:

1. Office Management:

a. Cleanliness of the office, cloakrooms, pantry, and conference rooms.
b. Ensure all office infrastructure is working properly, such as ACs, telephones
and fax machines, internet, television, fire alarm system, fire extinguishers,
microwaves, and coffee machines.
c. AMC and maintenance of office equipment including Fire safety equipment.
d. Managing maintenance, repair & replacement of office equipment,
appliances, electrical infrastructure, UPS, furniture, furnishings, etc. via
designated vendors.
e. Coordinating use of the office car.
f. Corresponding with lawyers with regards to client’s visits for meetings, taking
and forwarding important messages for the lawyers when they are not in the
office, and any other relevant correspondence to be conveyed to the lawyers.
g. Maintaining proper stock levels of office stationery, toners, and cartridges for
printers, and pantry materials.
h. Pest-control management for the office to be done at regular intervals.
i. Petty cash management with regards to office requirements and reporting to
accounts.
j. Other ad-hoc administration-related functions as assigned.
k. Tracking matter reference numbers for Corpository and CreditWatch reports
generated by lawyers to book OPEs.
l. Maintaining the terrace and indoor plants.
m. Management and periodical review of office library.

2. Procurement:

a. Procuring office stationery with the ogo from the designated vendor.
b. Procuring pantry materials and other consumables on a weekly basis or as
and when required.
c. Purchasing office supplies for housekeeping – cleaning equipment,
chemicals, and other required items, and maintaining proper stock levels.
d. Procuring general office stationery through the designated local vendor and
maintaining proper stock levels for smooth functioning of the office.

3. Staff Management:

a. Making staff roster and ensuring full staffing on daily basis per roster
prepared.
b. Tracking Sipahi over time and having the same expenses booked.
c. Supervising, mentoring, training, and coaching office staff to ensure
maximum productivity.
d. Ensuring Sipahis get their leaves as requested by them with no overlapping
within the same department.
e. Checking and clearing vouchers, challans, and refreshment vouchers.

4. Events / Meetings:

a. Organizing office events, and refreshments for client meetings per
instructions and directives received from respective personnel.
b. Organizing refreshments requested by lawyers as and when required.

5. Reception Assistance:

a. Office Managers is also responsible for assisting with Reception duties.
b. Greeting visitors, answering a high volume of incoming phone calls, and
overseeing the reception.
c. Coordinating for booking of conference rooms for meetings.
d. Helping with Conference room Catering
e. Courier services management and managing of inward/dispatch of
documents.
f. Forwarding documents received to concerned lawyers and departments as
per instructions received via scan and email, physical documents being
handed over to the concerned person.

6. HR Documentation:

a. Following up with lawyers and staff for their joining documents and HR
Resource Master information.
b. Following up with Interns for their Health Declaration along with Vaccination
Certificate.
c. Getting Form C filled from the new joiners and opening their HDFC Bank
accounts for payroll purposes.
d. Emailing new joiner’s documents to the accounts team and maintaining
records of the same documents.
e. Giving v-cards to the new joinee lawyers.
f. Setting up Chorus Call IDs for the lawyers.
g. Keeping records of vaccination certificates for the entire office.
h. Coordinating the separation formalities for members exiting the Firm.

7. Vendor Management:

a. Procurement and management of vendor depending upon the nature of the
task.
b. To check and approve the invoice received from the vendor for services and
approve them after verification.
c. To ensure vendor invoices are forwarded to accounts and payments are
made in timely manner.

Reporting Line:

a. Accounts/Finance/Procurement: Based on the tasks related to
Accounts/Finance, Officer Manager will be reporting to Director – Finance &
Accounts.
b. HR: For HR related matters, Office Manager will be reporting to Director –
HR, Strategy & Operations.
c. Partners: Office Manager will be reporting to Partners for specific deliverables
and/or coordination.

  #lawfirm #law #officemanager #officehandling

If Interested, kindly forward your updated CV to [email protected]  or may call on 9041287949 . We will really appreciate, if you share this position with your colleagues or Friends.