K6 - Office Manager

It has been more than 60 years since SYSTRA has garnered expertise that spans the entire spectrum of Mass Rapid Transit System. SYSTRA India’s valuable presence in India roots back to 1957, where SYSTRA worked on the electrification of Indian Railways. Our technical excellence, holistic approach and the tremendous talent provides a career that puts people who join us at the heart of improving transportation and urban infrastructure efficiency.

Understand better who we are by visiting www.systra.in

Context

In India, SYSTRA is an international consulting and engineering company operating in the fields of Metros, High Speed Rail, Railways, Roads, Buildings, Urban planning, and Water Infrastructure for public and private organizations. Our unique expertise is backed with a reputation built through technical excellence delivered on projects. Our fully integrated services are tailored to plan and manage projects using proven best practices. 

We are seeking applications for the position of Office Manager for Mumbai Metro Line 10 & 12.

Missions/Main Duties

• • Oversee day-to-day administrative operations of the project office, including managing office supplies, equipment, and facilities. Develop and implement administrative policies, procedures, and systems to streamline office processes and improve efficiency.
  • Coordinate office activities and events, including meetings, appointments, and travel arrangements. Serve as the primary point of contact for internal and external inquiries, requests, and communications.
  • Establish and maintain document control systems to organize, store, and retrieve project documentation, including correspondence, reports, and records. Ensure the accuracy, completeness, and confidentiality of sensitive information.
  • Manage incoming and outgoing correspondence, emails, and phone calls. Draft, edit, and proofread documents, letters, and reports on behalf of project personnel as needed.
  • Schedule and coordinate meetings, conferences, and workshops for project teams and stakeholders. Prepare meeting agendas, distribute materials, and take minutes to document key discussions and action items.
  • Liaise with vendors, suppliers, and service providers to procure goods and services for the project office. Negotiate contracts, obtain quotes, and ensure timely delivery of supplies and equipment.
  • Assist in budget preparation, expense tracking, and financial reporting for the project office. Process invoices, reimbursements, and expense claims in accordance       with established procedures and guidelines.
  • Ensure the safety compliances, conduct safety training as per group policy mainly 3S training.
  • Ensure every team member must have gone through Business Ethics and compliance training
  • Ensure every project member has knowledge of Environment policy of company.
  • Ensure each member of team has gone through 9 lifesaving rules
  • Everyone had gone through the Anti-Corruption training.
  • Instigate and organize information and training sessions dealing with health and safety,
  • Organize risk assessment for the workplace.
  • Ensure and manage fire protection, make arrangements for first aid, evacuate plans, organize and take part in evacuate exercise.

Profile/Skills

• Education qualification - Graduate / Diploma
• Years of experience - 2 to 5 Years 
• Prior experience requirement - 2 to 5 Years 
• Excellent written and oral English communication skills.
• Ability to work within a culturally diverse organization, recognizing and respecting differences.
• Ability to problem solve, especially in an integrated project delivery environment, applying industry best practices.
• Self-motivated individual with outstanding leadership skills and the ability to influence without authority
• Strong leadership skills, proven ability to lead a team effort & make independent decisions and be a good troubleshooter.

We commit to put people who join us at the heart of improving transportation and urban infrastructure efficiency. As we are growing, this is time to be a part of this challenging adventure.It’s not a job - it’s a career!