Office Manager & HR Coordinator

Role Overview

Red Fort Capital is seeking a dependable and well-organized Office Manager & HR Coordinator to manage the day-to-day administration of its BKC office and coordinate routine HR activities. This is a hands-on role suited to someone who enjoys building organized processes in a growing company.

Key Responsibilities

I. Office Administration

· Manage the day-to-day functioning of the office and ensure workspaces, meeting rooms and common areas remain organized and professional.

· Maintain office supplies, stationery, pantry items, equipment and inventory.

· Coordinate housekeeping, office assistants, drivers, IT support, couriers and other vendors.

· Manage repairs, maintenance, internet, telephone and office-equipment servicing.

· Coordinate with the landlord and building management.

· Maintain office asset, access-card, key and inventory records.

· Coordinate visitors, meeting rooms, refreshments and basic meeting logistics.

II. HR Administration

· Maintain employee records, joining documents and personnel files.

· Track attendance, leave, holidays, probation periods and confirmations.

· Coordinate monthly attendance and leave information with finance or payroll providers.

· Prepare standard offer letters, appointment letters, confirmation letters and approved HR communications.

· Coordinate employee medical insurance and other basic benefits.

· Maintain confidentiality of employee, compensation and management information.

III. Recruitment Coordinator

· Post approved vacancies on job portals and professional networks.

· Coordinate with recruitment consultants and staffing agencies.

· Screen applications against basic eligibility criteria and maintain recruitment trackers.

· Schedule interviews and coordinate with candidates and interviewers.

· Collect candidate documents, current compensation, expected compensation and notice-period details.

· Coordinate reference and background checks where required.

· Prepare offer documentation using management-approved terms.

IV. Employee Onboarding and Exit

· Coordinate joining documentation and onboarding formalities.

· Arrange workstations, laptops, email accounts, access cards and introductory meetings.

· Explain attendance, leave and routine office procedures.

· Maintain onboarding and exit checklists.

· Coordinate handovers, asset returns and final-settlement inputs with finance.

V. Employee and Team Coordination

· Act as the administrative point of contact for routine employee queries.

· Coordinate employee travel, hotel bookings and reimbursement documentation.

· Organize team meetings, lunches, celebrations and office events.

· Communicate office notices, holidays and approved policy updates.

· Escalate sensitive employee matters to management.

VI. Vendor and Expense Coordination

· Obtain quotations, coordinate vendors and assist with comparisons.

· Maintain vendor records, agreements, invoices and payment trackers.

· Verify supporting documents and submit invoices to finance.

· Maintain petty-cash and routine office-expense records.

· Track recurring payments, service contracts and renewals.

VII. Limited Management Support

· Schedule selected meetings and appointments.

· Coordinate occasional travel and logistics.

· Organize documents for meetings or signatures.

· Follow up on selected administrative matters.

· Coordinate visitors, couriers and external appointments.

Note: This is not intended to be a full Executive Assistant role.

Candidate Profile

· Graduate in any discipline.

· Approximately 3–6 years of experience in office administration, HR coordination or a combined role.

· Prior HR experience is preferred.

· Experience in an NBFC, financial-services company, professional-services firm or growing company is preferred.

· Experience in a fast-paced or entrepreneurial environment is an advantage.

· Good spoken and written English; Hindi required and Marathi useful.

· Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.

· Comfortable maintaining trackers, employee records, recruitment reports and expense schedules.

· Organized, dependable, discreet, responsive and able to work independently.

Key Skills

· Office administration and vendor coordination

· HR administration and recruitment support

· Employee onboarding, attendance and leave management

· Record keeping and expense documentation

· Microsoft Office and tracker management

· Professional communication, confidentiality and follow-through