Office Manager

Office Manager

The Place Makers | Interior Design Studio

About the Role

We are looking for a smart, organized, and proactive Front Office Manager to be the face of our company. This is more than a front desk role. The position involves client interaction, lead generation, marketing support, administration, vendor coordination, site visits, and ensuring that day-to-day operations run smoothly.

The ideal candidate should be confident in communicating with clients, maintaining professional relationships, following up on tasks, and taking ownership of responsibilities.

Key Responsibilities

Client Handling & Front Office Operations

• Welcome clients and visitors professionally.
• Manage appointments, enquiries, walk-ins, and follow-ups.
• Ensure every client has a pleasant and professional experience.
• Maintain records of client interactions and communications.
• Act as the first point of contact for the company.

Lead Generation & Business Development

• Make cold calls to prospective clients.
• Visit ongoing projects to generate leads.
• Follow up on leads from marketing campaigns, social media, and referrals.
• Convert enquiries into showroom visits and consultations.
• Maintain lead databases and follow-up schedules.

Social Media & Marketing Support

• Manage and update company social media platforms.
• Respond to online enquiries and messages.
• Support marketing campaigns and promotional activities.
• Assist with Google Ads and other digital marketing initiatives.

Vendor Coordination

• Coordinate with vendors, suppliers, and service providers.
• Track quotations, deliveries, invoices, and payments.
• Follow up on commitments and timelines.
• Maintain strong professional relationships with vendors.

Administration & Accounts Support

• Prepare invoices and maintain records.
• Track expenses, receipts, and payments.
• Assist with documentation required for accounting and auditing.
• Organize company files, reports, and administrative records.

Site Visits & Project Support

• Visit project sites whenever required.
• Take measurements and collect project-related information.
• Capture photographs, videos, and site updates.
• Support designers and management with project coordination.
• Assist in installation, delivery, and project execution activities when required.

Office & Operations Management

• Ensure smooth day-to-day functioning of the showroom and office.
• Monitor pending tasks and follow up until completion.
• Maintain office supplies and coordinate purchases.
• Identify issues and help resolve them proactively.

Ownership & Accountability

• Take responsibility for assigned tasks and ensure timely completion.
• Maintain trackers, reminders, and follow-up records.
• Keep management informed about ongoing work and pending tasks.
• Be willing to handle additional responsibilities as required for the growth and smooth functioning of the company.

Candidate Requirements

• Excellent spoken and written English.
• Strong communication and interpersonal skills.
• Good knowledge of MS Office, email, WhatsApp, and social media platforms.
• Strong organizational and follow-up abilities.
• Ability to multitask and work independently.
• Professional attitude and positive personality.
• Willingness to travel locally for site visits and meetings.
• Prior experience in administration, interiors, hospitality, real estate, customer service, or marketing will be an advantage.

Grooming & Professional Presentation

As this is a client-facing role, maintaining a professional appearance and demeanor is important.

Expected Standards

• Maintain a neat, clean, and professional appearance at all times.
• Wear well-groomed, presentable attire suitable for a professional environment.
• Maintain high standards of personal hygiene, including fresh breath, clean grooming, and overall personal cleanliness throughout the workday.
• Display a pleasant, courteous, and welcoming attitude when interacting with clients and visitors.
• Maintain professional body language, confidence, and etiquette.
• Create a positive first impression for every visitor.
• Represent the company's values and brand image through professionalism and conduct.

Professional Communication Standards

• Communicate respectfully and professionally with clients, vendors, and team members.
• Maintain proper etiquette during phone calls, emails, WhatsApp messages, and meetings.
• Use clear and grammatically correct English.
• Keep accurate records of important discussions and commitments.
• Handle concerns or difficult situations calmly and professionally.

Working Hours

• Office Timing: 10:30 AM to 7:30 PM
• Lunch Break: 45 Minutes
• Evening Break: 15 Minutes
• Weekly Off: Monday
• Additional working hours may be required during client meetings, events, or urgent business requirements.

Leave & Holiday Policy

Leave Entitlement

• 1 Casual Leave per month.
• 6 Sick Leaves per year.
• Prior approval is required wherever possible.
• In case of emergencies, the company should be informed at the earliest.

Excess Leave

• Any leave beyond the approved entitlement will be treated as Leave Without Pay (LWP).
• Salary deductions will apply for excess leave days.

Holidays

Employees will receive leave on company-declared national holidays and major festival holidays as notified by management.

Attendance & Punctuality

• Office timings and break schedules must be followed.
• Late arrivals, early departures, or unauthorized absences may result in salary deductions or disciplinary action.
• Regular attendance and punctuality are essential for this role.

Who We Are Looking For

We are looking for someone who is professional, disciplined, presentable, dependable, and willing to take ownership of their work. The ideal candidate should be comfortable interacting with clients, managing multiple responsibilities, following up consistently, and representing the company with professionalism and integrity.

This role offers excellent growth opportunities for candidates interested in administration, business development, customer relations, operations, marketing, and the interior design industry.