Designation: Front Office & Studio Operations Manager
Reporting to: People Lead
Role Summary
This role combines Front Office Management, Studio Administration, Community Building, HR Support, and Founder Assistance. This is a front-office based role — the incumbent will be stationed at reception/front desk as a core part of the job. The individual is responsible for ensuring seamless studio operations while fostering a strong internal culture.
Key Responsibility Areas
1. Front Office & Brand Representation
- Attend all walk-ins (clients, vendors, partners).
- Manage reception & visitor experience.
- Handle incoming landline calls professionally.
- Maintain reception aesthetics and visitor records.
Outcome: Professional first impression and smooth front-desk operations.
2. Vendor & Design Coordination
- Maintain updated vendor database.
- Schedule and coordinate vendor meetings.
- Track vendor interactions and documentation.
Outcome: Efficient material sourcing and vendor alignment.
3. Studio Administration & Facility Management
- Ensure office cleanliness, hygiene, and upkeep.
- Maintain pantry, refreshments, crockery, stationery.
- Identify upgrade needs and propose budgets.
- Coordinate maintenance and facility vendors.
- Maintain asset & inventory records.
Outcome: Well-maintained, aesthetically aligned studio environment.
4. Financial & Operational Controls
- Maintain monthly imprest records with bills.
- Submit expense reconciliation reports.
- Track company car logbooks (KM, fuel usage, servicing).
- Monitor fuel efficiency and report discrepancies.
- Track admin staff leave records and coverage planning.
Outcome: Cost control, operational discipline, and transparency.
5. Travel & Cost Optimization
- Book flights, hotels, and transport.
- Compare platforms for best pricing.
- Research cost-saving tools and card benefits.
Outcome: Efficient and economical travel management.
6. Community & Culture Development
- Plan team engagement initiatives.
- Organize cultural activities and events.
- Conduct quarterly quizzes (design knowledge, values).
- Drive internal engagement during weekly meetings.
Outcome: Stronger team bonding and cultural alignment.
7. HR & People Coordination
- Support onboarding and act as buddy for new joiners.
- Monitor biometric attendance & adjustments.
- Take minutes of weekly meetings and track action items.
- Assist in preliminary CV screening.
- Coordinate interview scheduling.
- Manage exit documentation and handovers.
Outcome: Structured people processes and accountability tracking.
8. Founder & Studio Head Support
- Assist with scheduling and coordination when required.
- Take regular feedback for improvements.
- Support internal initiatives and event planning.
- Maintain confidentiality and proactive execution.
Outcome: Operational support to leadership with reduced dependency.
Performance Expectation
- High ownership and proactive problem-solving.
- Continuous upskilling and process improvement.
- Increment and growth linked to performance, initiative, and expanded responsibilities.