Office Manager

About Us

M&C Saatchi Performance is a global digital media agency, connecting brands to people. We deliver business growth for our clients through effective, measurable, and evolving digital media strategies.

Role Purpose

The Office Manager will be responsible for ensuring the smooth day-to-day operations, facilities management, employee experience, workplace administration, vendor coordination, compliance requirements, and asset management across both the Bangalore (BLR) and Delhi (DEL) offices. The role will act as the primary point of contact for all office-related operational matters and will ensure a safe, productive, compliant, and engaging workplace environment.

Key Responsibilities

• New Joiner Coordination, Asset Management & IT Coordination
• Coordinate with Recruiters and People Operations to receive new joiner information.
• Coordinate with Mayank's team and Systems Go to ensure laptops and required assets are arranged prior to joining.
• Track laptop procurement, shipping and delivery status until successfully received by the employee or office.
• Coordinate laptop handover for office-based employees and delivery for remote employees.
• Ensure Day 1 requirements are completed, including workstation readiness, desk allocation, access cards and welcome kit coordination.
• Maintain accurate asset inventory and allocation records for laptops and office equipment.
• Ensure asset issuance and return acknowledgements are completed and recorded.
• Coordinate laptop and asset recovery during employee exits.
• Follow up with employees, Systems Go and the IT team to ensure timely return of company assets.
• Update the IT team on asset issuance, returns and inventory changes.
• Maintain asset movement tracker and conduct periodic asset audits.
• Ensure meeting room equipment such as TVs, projectors, speakers, HDMI cables and conferencing devices are operational.
• Report office technology issues to the IT team and coordinate resolution.
• Maintain desk allocation and seating tracker for Bangalore and Delhi offices.
• Office Administration & Facilities Management
• Act as the primary point of contact for all Bangalore and Delhi office operational matters.
• Coordinate with building management, landlords, co-working space providers and facility teams for all office-related requirements.
• Coordinate resolution of maintenance issues including air conditioning, plumbing, electricity, internet connectivity, pest control, security and housekeeping.
• Ensure all facility-related issues are resolved within agreed service levels.
• Conduct regular office walkthroughs in Bangalore and periodic reviews of Delhi office facilities.
• Maintain office repair and maintenance tracker.
• Coordinate deep cleaning, office repairs and preventive maintenance activities.
• Ensure meeting rooms, common areas, collaboration spaces and workstations remain clean, organised and operational.
• Coordinate housekeeping staff and monitor pantry hygiene standards.
• Maintain pantry, stationery and office supply inventory with zero stock-outs.
• Order snacks, beverages, stationery and office consumables on a regular basis.
• Coordinate drinking water supply, printer servicing and internet services.
• Ensure office notice boards, fire safety posters and mandatory compliance displays are updated.
• Monitor office seating, visitor areas and common spaces to ensure a positive workplace experience.
• Coordinate office opening, closing and operational readiness requirements wherever applicable.
• Serve as the escalation point for all workplace-related operational issues.
• Vendor Management & Finance Coordination
• Act as the primary coordinator for all office vendors across Bangalore and Delhi.
• Manage relationships with IT vendors, SystemsGo, housekeeping providers, internet vendors, travel partners, hotels, engagement vendors and office suppliers.
• Coordinate quotations, purchase requests and approvals wherever required.
• Track vendor agreements, contracts, renewals and service timelines.
• Collect monthly invoices from vendors and obtain required approvals before submission to Finance.
• Submit rent, Wi-Fi, utility, housekeeping and other office-related invoices within agreed timelines.
• Maintain monthly office expense tracker and vendor cost tracker.
• Track pantry, maintenance, engagement and workplace-related expenses.
• Follow up with vendors for pending invoices, corrections and supporting documentation.
• Support procurement of office supplies, furniture, equipment and workplace improvements.
• Support the People Team in all projects requiring vendor coordination including engagement activities, employee gifts and office events.
• Maintain vendor database and emergency vendor contact directory.
• Track office expenses against approved budgets and provide monthly summaries to the People Manager.
• Employee Experience, Culture & Engagement
• Own and proactively manage the annual employee engagement calendar across Bangalore and Delhi offices.
• Coordinate monthly engagement activities and employee experience initiatives.
• Support execution of office celebrations including Diwali, Summer Party, Town Halls, Team Lunches, Festive Celebrations and other employee engagement initiatives.
• Coordinate vendors, venue requirements, food, decorations, photography and logistics for engagement activities.
• Coordinate onboarding welcome kits and joining experience activities.
• Coordinate new parent hampers and employee milestone celebrations.
• Coordinate long service awards, anniversary gifts and recognition initiatives.
• Coordinate farewell gifts and employee farewell arrangements based on manager and business requests.
• Publish birthday, work anniversary, promotion and welcome announcements on Slack.
• Maintain event photographs, engagement records and activity trackers.
• Support pulse surveys and employee feedback initiatives following engagement activities.
• Ensure employee milestone celebrations are completed accurately and on time.
• Gather employee feedback on workplace experience and recommend improvement opportunities.
• Compliance, Documentation & Records Management
• Display and maintain all statutory compliance notices and POSH awareness materials within Bangalore and Delhi offices.
• Coordinate POSH-related office requirements and follow-up actions.
• Maintain office compliance documentation and ensure timely renewals.
• Coordinate office insurance renewals and maintain insurance records.
• Maintain office-related agreements, licenses and compliance records.
• Ensure all mandatory workplace displays remain current and compliant.
• Maintain employee and office records in an organised and easily accessible manner.
• Support internal and external audits by providing required documentation.
• Maintain audit-ready records for office operations and compliance requirements.
• Ensure documentation is stored accurately and follows company record management standards.
• Travel, Visitors & Administrative Support
• Coordinate travel arrangements including hotel bookings, transportation and travel logistics.
• Support employee and leadership travel requirements.
• Book meeting rooms and manage meeting schedules where required.
• Coordinate leadership visits and office logistics.
• Prepare seating plans and workplace arrangements during leadership visits and team gatherings.
• Welcome office visitors and ensure a professional visitor experience.
• Arrange refreshments for visitors and meetings wherever required.
• Manage incoming and outgoing couriers.
• Maintain courier tracking records and ensure timely delivery.
• Maintain attendance records including WFO/WFA trackers where applicable.
• Support day-to-day office administration and operational requirements.
• Coordinate meeting room readiness and hospitality requirements.
• Reporting, Trackers & Business Operations
• Maintain asset movement tracker.
• Maintain inventory tracker.
• Maintain vendor database.
• Maintain office maintenance tracker.
• Maintain office expense tracker.
• Maintain invoice tracker.
• Maintain desk allocation tracker.
• Maintain attendance and workplace utilisation records.
• Track monthly office expenses against approved budgets.
• Maintain emergency contact list and vendor contact directory.
• Prepare and share monthly office operations reports covering:
• Asset status
• Vendor updates
• Open maintenance issues
• Office expenses
• Compliance renewals
• Engagement activities completed
• Risks and action plans
• Business Continuity & Workplace Safety
• Coordinate emergency office requirements during internet, utility or power outages.
• Maintain first aid kits and emergency supplies.
• Coordinate annual fire safety inspections and emergency preparedness activities.
• Maintain office evacuation plans and emergency contact information.
• Coordinate Annual Maintenance Contracts (AMCs) for office equipment and facilities.
• Coordinate disposal of obsolete office assets and e-waste in line with company policies.
• Ensure workplace health, safety and environmental standards are maintained.
• Support business continuity planning and workplace risk management initiatives.
• Coordinate workplace safety awareness activities where required.
• Projects & Continuous Improvement
• Support HR and People Team initiatives requiring operational coordination.
• Support office expansion, relocation and workspace planning projects.
• Recommend improvements to office processes, facilities and employee experience.
• Drive continuous improvements in workplace operations and administration.
• Support special projects assigned by business leadership or the People Team.
• Handle any additional operational, administrative or employee experience responsibilities assigned by the business.
  
  

M+C Saatchi Performance as part of M+C Saatchi Group has pledged its commitment to create a company that values difference, with an inclusive culture. As part of this, M+C Saatchi Group continues to be an Equal Opportunity Employer which does not and shall not discriminate, celebrates diversity and bases all hiring and promotion decisions solely on merit, without regard for any personal characteristics.

All employee information is kept confidential according to General Data Protection Regulation (GDPR).

---