Office Manager

Integra Robotics (Formerly known as Social Hardware): Transforming industries into Industry 5.0 with India's first full-stack modular robotics platform.

The Office Manager at Integra Robotics is a pivotal team member responsible for ensuring seamless day-to-day operations of our dynamic workplace, enhancing office facilities, overseeing procurement and logistics, managing import/export activities, and providing high-level executive and HR support. This role directly supports the continued growth of India's Industry 5.0 revolution by optimising our office and operational environment, allowing executives and teams to perform at their highest levels.

• Maintain and optimise office spaces for efficiency, safety, and employee well-being.
• Oversee pantry supplies, cleanliness, workstation allocation, and common area upkeep.
• Coordinate and supervise office repairs, renovations, and facility upgrades, including liaison with contractors.
• Arrange and prepare meeting rooms for internal and external stakeholders.

• Prepare, manage, and monitor procurement lists in alignment with tech, admin, and operational requirements.
• Maintain real-time procurement and inventory tracking databases.
• Handle purchase orders, invoice documentation, and audit-ready filing for all purchases.
• Proactively source suppliers and negotiate contracts/agreements to achieve the most favourable terms.
• Communicate professionally with vendors, scheduling and organising meetings for evaluations, negotiations, and quarterly reviews.

• Coordinate all logistics for office supplies, critical components, and equipment—not limited to domestic but also international shipments.
• Maintain close contact with freight carriers, customs agents, and logistics partners to ensure on-time, cost-effective delivery and compliance with all regulatory requirements.
• Oversee import and export documentation, including licensing, customs clearance, and vendor compliance.
• Track and update inventory levels, manage supply requests, and optimise stock to prevent shortages or overages.

• Administer and update HR software (such as attendance, onboarding, and employee records).
• Schedule and facilitate meetings with potential hires, recruitment partners, and new employee orientations as needed.
• Support HR tasks, including employee onboarding logistics and coordination of internal communications.

• Provide comprehensive personal assistant support to the CEO and CMO, including complex calendar management, travel arrangements, and itinerary creation.
• Handle external and internal communications, correspondence, and confidential information on behalf of leadership.
• Prepare agendas, minutes, and documentation for executive and management meetings.

• Maintain organised filing, data entry, and necessary office documentation to meet audit and compliance standards.
• Support employees with resource requests, troubleshooting, and administrative tasks.
• Assist in developing and updating standard operating procedures for office administration.

• Monitor all office-related expenses; ensure strict budget adherence.
• Assist in preparing monthly, quarterly, and annual report summaries; identify areas for cost optimisation and process improvement initiatives.

• Inventory, Logistics, and Procurement: Reports to the Finance & Compliance Controller
• Office Management & Administration: Reports to the CEO
• HR Software and Executive Support: Collaborates directly with the CEO, CMO and Finance Team as required.

• Demonstrated experience in office management, administration, and supporting C-suite executives in a technology-driven or industrial environment.
• Hands-on experience with procurement, import/export coordination, and multi-vendor management.
• Skilled in organising and scheduling meetings with vendors, suppliers, and potential hires.
• Proficient in MS Office Suite, inventory and procurement software, and HR management platforms (e.g., SumHR, Zoho People, Keka, or similar).
• Keen attention to detail, strong communication, negotiation, and problem-solving abilities.
• Ability to handle confidential and sensitive information with the utmost discretion.
• Prior experience supporting HR or talent acquisition functions is preferred.
• Background in logistics and compliance for international shipments is highly desirable.

• Ensure office operations and resource management are proactive, efficient, and scalable.
• Minimise downtime and overhead in procurement, logistics, and HR processes.
• Provide exemplary support to executives and employees, enabling Integra Robotics to drive the Industry 5.0 transformation.

This Office Manager role at Integra Robotics is ideal for a versatile and driven operations professional passionate about empowering high-impact teams and shaping the workplaces of the future.