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The Office & IT Manager will be responsible for ensuring the efficient day-to-day functioning of office administration, facilities, and IT operations. The role will oversee office infrastructure, vendor management, procurement, IT assets, user support, and technology coordination to enable a productive, secure, and well-managed workplace. The incumbent will work closely with internal teams, external vendors, and service providers to ensure seamless administrative and technology support across the organization.

• Office Administration & Operations: Oversee day-to-day office administration and ensure smooth functioning of administrative processes. Manage reception, visitor coordination, courier services, document management, and office communication. Coordinate administrative support across departments and ensure timely resolution of operational issues. Maintain a safe, efficient, and employee-friendly office environment.
• Facilities Management: Serve as the primary point of contact for facility management and building maintenance. Ensure proper upkeep of office spaces, meeting rooms, collaboration areas, laboratories, and common facilities. Coordinate preventive and corrective maintenance for electrical, networking, HVAC, furniture, and office infrastructure. Conduct regular inspections to ensure compliance with workplace safety and operational standards.
• IT Infrastructure & User Support: Coordinate the setup, deployment, and maintenance of laptops, desktops, printers, networking devices, and other IT equipment. Ensure timely onboarding and offboarding of IT assets for employees, consultants, interns, and visitors. Coordinate with external IT vendors for troubleshooting, maintenance, repairs, and warranty support. Monitor office internet connectivity, Wi-Fi, networking infrastructure, and IT service availability. Provide Level-1 user support and escalate complex technical issues to external service providers where required. Ensure availability of collaboration tools, meeting room technology, and video conferencing systems.
• IT Asset & Software Management: Maintain accurate records of IT assets, software licenses, warranties, and annual maintenance contracts. Track allocation, movement, return, and disposal of IT equipment. Coordinate procurement and lifecycle management of IT hardware and software. Ensure periodic verification of IT inventory and compliance with organizational policies.
• Information Security & Compliance: Support implementation of organizational IT security policies and best practices. Coordinate endpoint security, antivirus deployment, data backup, and access management through external vendors. Assist in maintaining documentation related to IT policies, asset compliance, and information security. Promote awareness of cybersecurity best practices among employees.
• Vendor & Service Provider Management: Identify, evaluate, onboard, and manage vendors for administrative services, facility management, IT infrastructure, and office supplies. Obtain quotations and coordinate procurement in accordance with organizational procurement guidelines. Monitor vendor performance, service quality, SLAs, and contract compliance.
• Procurement & Inventory Management: Oversee procurement of office supplies, stationery, pantry items, IT equipment, and employee onboarding kits. Maintain optimum inventory levels while ensuring cost-effective purchasing. Coordinate with stakeholders for procurement planning and timely delivery.
• Finance & Invoice Coordination: Verify vendor invoices and supporting documentation before submission to Finance. Coordinate invoice processing and payment follow-up. Track administrative and IT operational expenses and identify opportunities for cost optimization.
• Logistics & Event Support: Coordinate logistics for meetings, workshops, conferences, demonstrations, and official visits. Manage travel, accommodation, and local logistics for employees, consultants, collaborators, and guests. Support internal events, employee engagement activities, and organizational programs.
• Administrative Systems & Documentation: Maintain updated administrative records, vendor databases, IT documentation, and operational SOPs. Ensure proper documentation of assets, procurement records, maintenance schedules, and service contracts. Develop and maintain operational trackers and dashboards.
• Monitoring & Reporting: Maintain dashboards for facilities, IT assets, inventory, vendor performance, and administrative operations. Prepare periodic operational reports for management. Track key performance indicators related to office administration and IT support.
• Continuous Improvement: Identify opportunities to improve workplace efficiency, digitalization, and administrative processes. Recommend technology solutions and automation initiatives to enhance operational effectiveness. Support implementation of organizational improvement initiatives.

• Qualification & Experience: MBA(preferred) & Bachelor’s degree in Administration, Information Technology, Computer Science, Engineering, Business Administration, or a related discipline. 4–8 years of experience in office administration, facilities management, IT operations, or workplace management. Experience in research institutions, startups, healthcare organizations, universities, or technology organizations will be preferred.
• Required Skills: Strong administrative and organizational skills. Working knowledge of IT infrastructure, networking, hardware, software, and endpoint management. Vendor management and procurement experience. Excellent coordination and stakeholder management skills. Knowledge of Microsoft 365/Google Workspace and common collaboration platforms. Basic understanding of cybersecurity and IT asset management. Strong problem-solving and multitasking abilities. Excellent verbal and written communication skills.
• Key Competencies: Ownership and accountability, Customer and employee service orientation, Planning and execution, Vendor and stakeholder management, Attention to detail, Continuous improvement mindset, Integrity and confidentiality, Ability to work in a fast-paced, dynamic environment.