Office Coordinator (6 Month Contract)

Connor, Clark & Lunn Financial Group (CC&L) is looking for an Office Services Administrator to join our Gurugram office on a six-month contract. 

The successful candidate will support the day-to-day operations of the office and help ensure a professional, well-organized and efficient workplace experience for employees and visitors. This is a hands-on role requiring strong coordination skills, attention to detail and the ability to work effectively with employees, vendors, building management and other internal stakeholders.

What Will You Do: 

• Support the day-to-day functioning of the office and help maintain a safe, clean, organized and professional workplace.
• Coordinate with building management on routine facility-related matters, repairs, maintenance and service requests.
• Monitor office infrastructure and equipment and coordinate with the appropriate vendor or service provider when issues arise.
• Manage annual maintenance contracts and preventive maintenance schedules for office systems and equipment, including HVAC, UPS/DG, fire safety systems and pest control.
• Conduct regular checks of meeting rooms, workspaces, pantry and common areas to ensure they are maintained appropriately.
• Support workplace health and safety requirements, including fire extinguisher checks, first-aid readiness, emergency evacuation plans and periodic fire drills, and maintain relevant facility records and logs.
• Assist with employee seating, workspace readiness and other office-related requirements.
• Coordinate office access and security arrangements, including access cards, CCTV and parking allocation.
• Maintain utility consumption logs and support monitoring of facility running costs.
• Maintain an up-to-date asset register for office furniture, fixtures and equipment.
• Coordinate with office vendors including housekeeping, security, pantry, maintenance, courier and other service providers.
• Monitor vendor performance against the agreed scope and service levels, conduct periodic reviews and escalate service issues where required.
• Obtain and compare quotations, support vendor selection and track contract and AMC renewal timelines.
• Support vendor onboarding and maintain vendor documentation, agreements, service records and related administrative information.
• Ensure outsourced staff (housekeeping, security, pantry) are deployed as agreed, and track vendor compliance documentation such as attendance records and PF/ESI challans.
• Support invoice verification, tracking and coordination with the relevant internal teams for timely processing.
• Assist with purchase orders and maintain appropriate records of office-related expenses.
• Support inventory management for office supplies, pantry items and other consumables.
• Provide a professional and helpful experience to employees, visitors and external partners.
• Support visitor management, courier and other front-office requirements as needed.
• Coordinate meeting room requirements, including room set-up, catering and other logistical arrangements.
• Assist with internal meetings, employee engagement activities, office celebrations and events.
• Coordinate travel and logistics, including cab, hotel and transport arrangements for visiting colleagues and leadership.
• Support new employee workplace readiness, including coordination of seating and other office requirements.
• Provide general administrative support and undertake other office services responsibilities as required.

What You Bring:

• 2–3 years of relevant experience in office administration, office services, workplace operations or facilities coordination.
• Hands-on experience coordinating with vendors and service providers.
• Working knowledge of vendor management, including service-level monitoring, quotations, AMCs and contract renewals.
• Good understanding of day-to-day office and facilities operations.
• Strong written and verbal communication skills.
• Strong interpersonal skills and the confidence to coordinate with employees, vendors and other stakeholders.
• A proactive, service-oriented approach with the ability to take ownership and work independently.
• Working knowledge of Microsoft Excel, Word, Outlook, PowerPoint and Teams.
• Strong organisational and follow-up skills, with excellent attention to detail.
• Ability to prioritise multiple requests and respond effectively to day-to-day operational issues.
• Ability to handle sensitive and confidential information with discretion.
• Flexibility to support changing office requirements and ad hoc activities.
• Bachelor’s degree in any discipline.
• Experience within a corporate or professional office environment.
• Experience with invoice tracking, purchase orders and basic expense/budget administration.
• Familiarity with workplace fire and safety practices and with compliance requirements for outsourced/contract staff.

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