Office Manager (Noida)

Office Manager Octagos Health Location: Graphix Tower (6th Floor), A-13A, Sector 62, Noida, Gautam Buddha Nagar, UP 122003 Work Schedule: In-office, 5 days per week, 5:00 PM to 2:00 AM IST (aligned with US business hours) Reports To: VP of Engineering Employment Type: Full-Time About Octagos Health Octagos is modernizing remote cardiac monitoring through our Two-Brain Approach, pairing Atlas AI with IBHRE-certified clinical oversight to deliver 99%+ accuracy and seamless EHR integration for high-volume cardiology clinics. Recognized by TIME and Statista as one of the World's Top HealthTech Companies 2025, we are redefining how cardiac care is delivered. The Role We are looking for a highly organized and proactive Office Manager to be the backbone of our India office. This is a true ownership role. You will be the single point of accountability for everything that makes the office run, from the physical environment and equipment to attendance tracking and day-to-day operations. The ideal candidate takes pride in a well-run office, anticipates needs before they become problems, and brings a hospitality mindset to everything they do. If something is broken, you fix it. If something is missing, you source it. If something could be better, you propose it. Key Responsibilities Office Ownership and Facilities Serve as the primary owner of the office environment, responsible for how the space looks, feels, and functions at all times Conduct daily walkthroughs to identify and resolve maintenance, cleanliness, or supply issues before they impact the team ¢ Coordinate with building management, janitorial services, and facilities vendors for repairs, deep cleans, and ongoing upkeep ¢ Manage office layout, common areas, conference rooms, and workstation setup for new hires ¢ Keep the office consistently stocked with supplies, snacks, beverages, and anything else the team needs to do their best work Equipment Management ¢ Own the full lifecycle of office equipment: procurement, tracking, maintenance, repair, and retirement ¢ Maintain an accurate inventory of all hardware (laptops, monitors, peripherals, AV equipment, printers) and ensure every asset is assigned, tracked, and accounted for ¢ Partner with IT on equipment provisioning during onboarding and collection during offboarding ¢ Manage vendor relationships for equipment leases, warranties, and service contracts ¢ Proactively identify aging or failing equipment and manage replacement cycles before they disrupt operations Attendance and Office Presence Tracking ¢ Maintain office attendance records, in-office scheduling, and presence tracking in coordination with HR and team leads ¢ Monitor and report on office utilization patterns to support space planning and leadership visibility ¢ Serve as the point of contact for in-office schedules, visitor access, and badge management ¢ Coordinate with managers on exceptions, remote work arrangements, and attendance-related communications Vendor and Contract Management ¢ Own relationships with all office-related vendors: facilities, supplies, catering, couriers, and service providers ¢ Obtain quotes, negotiate terms, and manage contracts for recurring office services ¢ Process invoices and track office operating expenses against budget, flagging variances to leadership Operations and Team Support ¢ Plan and coordinate office events, team lunches, all-hands meetings, and culture activities ¢ Manage incoming and outgoing mail, packages, and deliveries ¢ Support onboarding logistics for new hires, including workstation setup, access cards, office orientation, and welcome kits ¢ Act as a liaison between Leadership and India-based team members for any operational needs ¢ Assist leadership with scheduling, travel coordination, and ad hoc operational tasks Health, Safety, and Compliance ¢ Ensure the office meets all health, safety, and physical security standards, including HIPAA-aligned protocols for handling protected health information and applicable Indian workplace safety regulations ¢ Maintain visitor logs, enforce building access protocols, and manage key and badge distribution ¢ Serve as the office point of contact for emergency procedures, safety drills, and any incident requiring facilities response Company Assets and Data Security ¢ Safeguard all company assets, including laptops, peripherals, access cards, and confidential documents, against loss, theft, or unauthorized access ¢ Partner with IT and Security to enforce device handling, secure storage, and clean-desk practices across the office ¢ Ensure proper chain of custody for equipment during onboarding, offboarding, repairs, and transfers, with documented sign-off at each step ¢ Restrict physical access to sensitive areas such as server and network closets and file storage, and maintain logs of entry and key or badge issuance ¢ Support adherence to HIPAA-aligned data handling protocols and Octagos information security policies in the physical office environment ¢ Promptly report any suspected security incident, asset loss, or policy breach to IT, Security, and Leadership Required Qualifications ¢ 3 to 5 years of experience in office management, facilities coordination, or operations ¢ Demonstrated track record of owning an office environment end-to-end, not just supporting it ¢ Solid organizational skills with the ability to juggle multiple priorities and vendors simultaneously ¢ Experience managing equipment inventories and vendor relationships ¢ Proficiency with Microsoft 365 for scheduling, tracking, and communication ¢ Professional fluency in English (written and spoken), as this role works directly with US-based leadership ¢ Excellent interpersonal and communication skills, and comfortable working across all levels of the organization ¢ High level of initiative and ownership: you do not wait to be asked, you anticipate and act Preferred Qualifications ¢ Experience in a fast-growing startup or SaaS company environment ¢ Familiarity with IT asset management tools or HRIS platforms ¢ Background in healthcare, life sciences, or a HIPAA-regulated environment ¢ Prior experience supporting US-based or globally distributed teams across time zones What We Offer ¢ A high-visibility, high-ownership role at a mission-driven company with measurable patient impact ¢ A collaborative, in-person culture at our India office ¢ Night-shift allowance and secure two-way cab transport, per applicable norms for late-shift employees ¢ Competitive base salary and comprehensive benefits including paid time off ¢ The opportunity to build and shape office operations from the ground up as we scale Apply on Kit Job: kitjob.in/job/4mue9s