Office Manager With Computrer Knowledge

JOB DESCRIPTION – OFFICE MANAGERCompany: Pretty Women

Industry: Ladies’ Ethnic Wear – Wholesale & Retail

Location: Dadar West, Mumbai

Working Days: Monday to Saturday

Working Hours: As per company schedule

1. Job PurposeThe Office Manager will be responsible for ensuring the smooth day-to-day functioning of Pretty Women by coordinating staff, monitoring office administration, following up on business operations, maintaining records, and ensuring that company processes are followed properly.

The candidate must be organised, responsible, computer-savvy, proactive, and capable of coordinating with different departments while keeping the owner updated on important matters.

• 2. Key ResponsibilitiesA. Daily Office OperationsEnsure the office opens and daily activities start on time.
• Monitor staff attendance, punctuality, grooming, and discipline.
• Allocate and follow up on daily tasks assigned to staff.
• Ensure that office procedures and company policies are followed.
• Identify operational problems and take corrective action within the authority given.
• Escalate important issues to the owner promptly.
• B. Staff Coordination and SupervisionCoordinate with sales staff, purchase/inward staff, stock verification staff, and office personnel.
• Follow up on pending work and ensure that tasks are completed within deadlines.
• Maintain staff attendance, leave records, and daily work updates.
• Coordinate staff requirements with the owner and HR, wherever applicable.
• Help resolve routine operational issues and maintain professional behaviour in the workplace.
• C. Stock and Purchase CoordinationCoordinate with the purchase and inward teams to track incoming goods.
• Follow up on order status, goods received, pending deliveries, and discrepancies.
• Ensure that stock verification, labelling, barcoding, and documentation are completed by the responsible teams.
• Coordinate with the concerned staff regarding stock-related issues and pending entries.
• Maintain a pending-work tracker for purchase orders, inward stock, and supplier follow-ups.
• Report shortages, mismatches, delays, and unresolved stock discrepancies to the owner.

Note: The Office Manager will coordinate and monitor these activities; physical stock verification and accounting entries will remain the responsibility of the designated staff.

• D. Customer and Supplier CoordinationEnsure customer and supplier enquiries are directed to the appropriate staff.
• Follow up on pending customer requirements, supplier commitments, and delivery-related issues.
• Coordinate with the sales and purchase teams to ensure timely communication.
• Monitor pending commitments and bring unresolved matters to the owner's attention.
• E. Computer Work, MIS and ReportingMaintain daily operational reports using Excel or Google Sheets.
• Prepare reports on staff attendance, pending tasks, inward stock, order status, and operational issues.
• Maintain organised digital and physical records.
• Use email, WhatsApp Business, spreadsheets, and other approved business tools professionally.
• Use AI tools where appropriate to improve reporting, documentation, and routine office productivity.
• Ensure important information is recorded rather than relying only on verbal communication.
• F. Office AdministrationMonitor office supplies, stationery, equipment, cleanliness, and general upkeep.
• Coordinate with housekeeping, maintenance personnel, and service providers.
• Ensure important documents are filed systematically and can be retrieved when required.
• Coordinate with accounts and administration staff for documentation and pending requirements.
• Maintain confidentiality of company records, customer information, supplier details, and business data.
• G. Process ImprovementIdentify repetitive tasks that can be simplified or automated.
• Ensure checklists and standard operating procedures are followed.
• Maintain a list of recurring operational problems and suggest practical solutions.
• Follow up until issues are resolved rather than merely reporting them.
• Help the company improve efficiency, accountability, and coordination between departments.

H. Reporting to the OwnerThe Office Manager must provide the owner with a concise daily update covering:

• Staff attendance and any manpower issues.
• Work completed and pending tasks.
• Purchase orders and inward-stock status.
• Important customer or supplier issues.
• Operational discrepancies and delays.
• Decisions or approvals required from the owner.

3. Key Performance Indicators (KPIs)Performance will be evaluated on the following parameters:

1. Timely completion of assigned tasks and follow-ups.
2. Accuracy and timely submission of daily reports.
3. Staff attendance monitoring and adherence to company procedures.
4. Timely identification and escalation of operational discrepancies.
5. Effective coordination between sales, purchase, inward, and administration teams.
6. Proper maintenance of company records and documentation.
7. Reduction in pending tasks and repeated operational errors.
8. Practical suggestions and implementation of process improvements.
9. Responsible use of computers, spreadsheets, and AI tools.
10. Overall smooth functioning of the office.

• 4. Required Qualifications and SkillsGraduate preferred.
• Minimum 3–5 years of experience in office administration, operations, or office management.
• Experience in trading, wholesale, retail, garments, or a similar business will be an advantage.
• Good working knowledge of MS Excel, Word, email, and Google Sheets.
• Ability to prepare reports, maintain trackers, and organise records.
• Good communication and coordination skills.
• Ability to supervise staff and follow up firmly but professionally.
• Basic understanding of stock movement, purchase orders, inward processes, and business documentation.
• Willingness to learn and use AI tools for routine work.
• Strong organisational skills, honesty, initiative, and problem-solving ability.

5. Personal AttributesThe ideal candidate should be:

• Proactive and solution-oriented.
• Responsible and dependable.
• Detail-oriented and systematic.
• Comfortable coordinating with multiple departments.
• Able to work independently without constant supervision.
• Discreet when handling confidential business information.
• Focused on completing tasks and achieving results.

6. Authority and AccountabilityThe Office Manager will be authorised to coordinate staff, assign routine tasks where approved, monitor deadlines, maintain operational records, and escalate issues.

Hiring, termination, salary changes, major purchases, financial approvals, and changes to company policy will remain subject to the owner's approval.

7. Reporting StructureReports to: Owner / Management

Coordinates with: Sales Team, Purchase Team, Inward and Stock Team, Accounts, Administration, and other designated employees.

8. Expected OutcomeThe Office Manager should ensure that the owner does not have to personally follow up on every routine office activity. Daily work should be properly allocated, monitored, documented, and completed, with important exceptions brought to the owner's attention promptly.