Office Manager

Who We Are

Ontic provides software that helps corporate and government security teams identify threats, assess risk, and respond faster to keep people and organizations safe. Its AI-powered Connected Intelligence Platform unifies security operations and data into a centralized system of record, enabling organizations to conduct risk assessments, protect against workplace violence, and manage threats and incidents more efficiently. Fortune 500 companies and federal agencies rely on Ontic to support security programs such as executive protection, threat intelligence, and corporate investigations. Learn more at ontic.ai http://ontic.ai or follow us on LinkedIn https://www.linkedin.com/company/ontic-technologies/.

WHO YOU ARE

As Ontic's Office Manager in Pune, you will own the day-to-day operation of our Pune office and act as the local people-support contact for our India-based team. You bring a hands-on, service-first mindset, an innate sense of urgency, and genuine care for building a welcoming, well-run workplace for employees, candidates, visitors, and partners.

YOUR RESPONSIBILITIES

Office & Vendor Management

- Own the daily operation of the Pune office

- Manage vendors for transportation, hotel, catering, office supplies, and other workplace needs

- Partner with office space provider for office support and facilities coordination

- Coordinate with Noida facilities, Finance, and other internal teams as needed

- Supervise office support staff, including office boys

- Track vendor contracts, invoices, purchase requests, and office expenses

- Coordinate visitor travel arrangements (i.e., car service, preferred hotel, etc.)

Facilities & Security

- Ensure an effective visitor check-in process with office space provider security

- Coordinate janitorial services and follow up on maintenance or service issues

- Maintain a safe, clean, professional, and welcoming workplace

Event Management and Experience Management

- Plan and execute office events — hackathons, all-hands meetings, team events, and celebrations

- Manage event logistics, budgets, vendors, catering, transportation, communications, and office setup

- Partner with People/Pune leadership on engagement.

People & Employee Support

- Serve as the local point of contact for workplace and routine employee-support needs partnering closely with the Noida People team

- Support on-site interviews, including candidate hospitality, scheduling coordination, and interview-room readiness

- Provide employees and managers with guidance on routine processes and direct them to the appropriate People team member for HR-specific matters

- Support Pune-based new hires through CORE onboarding and help deliver a strong first-day and first-week experience, including workspace readiness, office access, introductions, and other onsite requirements

REQUIRED QUALIFICATIONS

- 5+ years of experience in office management, workplace operations, facilities, HR operations, or a related role

- Experience managing vendors, contracts, budgets, and office services

- Experience planning employee events and supporting employee engagement initiatives

- Familiarity with onboarding, interview coordination, and employee-support processes

- Excellent organizational, communication, and stakeholder-management skills

- A hands-on, detail-oriented, service-focused approach with strong ownership

- Comfortable coordinating independently with local vendors and remote internal teams

- Fluent with workplace tools and AI platforms (e.g., Slack, Rippling, spreadsheets, ticketing/HRIS systems)

- Able to maintain professionalism and composure in a fast-paced environment with competing priorities

This role requires being onsite at the Pune office 5 days a week.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Ontic we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Ontic prioritizes the full inclusion of qualified individuals, providing necessary accommodations for those with disabilities to perform essential job functions. If you need assistance during the application or interview process or job tasks, please contact us at recruitment@ontic.co or call (512) 572-7400