Office Manager

ALLWAVE AV SYSTEMS

Job Description

Office Manager|Mumbai

Role

Office Maanger

Location

Mumbai, India

Experience

2+ Years in Admin / Assistant Role

Employment Type

Full-Time

Reporting To

Director / Senior Leadership

Department

Executive Office

About Allwave AV Systems

Allwave AV Systems is India's foremost Audio-Visual (AV) system integrator, delivering end-to-end AV design, engineering, and managed services to enterprise clients across the country and globally. With deep expertise spanning boardrooms and executive spaces, command and control centres, training rooms, auditoriums, experience centres, and video conferencing infrastructure, Allwave brings world-class technology to some of the most demanding and complex environments in Indian business.

Allwave's capabilities extend beyond borders through its Global Delivery practice, enabling seamless multinational deployments for Fortune 500 companies and leading Indian conglomerates alike. The company is a trusted partner for Microsoft Teams Rooms, Zoom Rooms, Google Meet, and Cisco Webex solutions, and maintains long-standing relationships with a curated ecosystem of global OEM technology partners.

Allwave & PSNI Global Alliance

Allwave AV is a proud member of PSNI Global Alliance one of the world's most respected networks of AV and unified communications integrators. PSNI connects elite integrators across more than 90 countries, enabling clients to access consistent, high-quality AV delivery wherever they operate. As PSNI's premier partner in India, Allwave is the preferred local delivery arm for multinational clients requiring seamless integration of global standards with on-the-ground Indian expertise. This affiliation reflects Allwave's commitment to international best practices, its ability to coordinate with international partners, and its position at the forefront of the global AV industry.

Role Overview

This is a true allrounder role and we mean that in the best possible sense. The Executive Assistant at Allwave will be a sharp, dependable, and proactive professional who thrives in a fast-paced, high-growth environment. You will work closely with senior leadership, touching virtually every facet of the business from sales coordination and CRM management, to corporate administration, travel, finance tracking, CSR, real estate, barter partnerships, and social media.

This is not a traditional EA role. It demands someone who is equally comfortable drafting a professional email to an overseas OEM partner, computing airline mileage points for the team, coordinating a CSR event, researching a real estate opportunity, and managing a leader's social media handle sometimes all in the same week. If you enjoy variety, ownership, and being at the centre of a growing organisation, this role is built for you.

Importantly, not every task on this list is a daily one. The role is designed around a natural rhythm some responsibilities are handled daily, others weekly, monthly, or simply on an as-needed basis. What we need is someone who is deeply organised and genuinely energetic: someone who can keep all the plates in the air, know which ones need attention today, and bring enthusiasm to whatever lands on their desk. Working hours are Monday to Friday, 9:00 AM to 6:00 PM.

Key Responsibilities

1. Sales Coordination & CRM

Serve as the Zoho CRM and JIRA champion for the team maintaining, updating, and deriving insights from both platforms.

Collate, consolidate, and summarise reports from multiple sources into clean, digestible formats for leadership review.

Track and report on sales incentive calculations across daily, weekly, monthly, quarterly, and annual targets.

Prepare simplified performance dashboards and pipeline summaries to support sales leadership decisions.

2. Executive & Administrative Support

Manage leadership calendars, schedule internal and external meetings, and coordinate MS Teams calls with precision.

Handle correspondence drafting, proofreading, and sending professional communications on behalf of leadership.

Undertake ad-hoc tasks assigned by leadership, ensuring timely and quality execution.

Coordinate and manage ongoing correspondence with Allwave's international partners including PSNI affiliates.

3. Travel, Hospitality & Logistics

Research and book flights, hotels, and ground transport for the team and leadership optimising for value and convenience.

Track and calculate airline loyalty points and credit card reward points across the team, ensuring maximum utilisation.

Manage credit card statements and reconcile travel-related expenses.

Book tickets and arrange travel logistics for personal and professional needs as required.

4. Corporate Administration

Manage corporate gifting initiatives curating appropriate gifts for clients, partners, and occasions.

Coordinate staff uniform procurement, logistics, and distribution.

Track overall company spend, generate periodic admin reports, and proactively suggest ideas for cost optimisation.

Assist with billing processes and logistics coordination including liaising with vendors, tracking invoices, and ensuring timely follow-ups.

5. Finance Support & Investments

Assist with basic financial tracking including interest calculations and investment monitoring in coordination with the company's banking partners.

Prepare concise summaries and reports to support leadership in investment-related decisions.

Maintain organised records of financial correspondence and documents.

6. Real Estate & Barter Partnerships

Research and evaluate real estate options for company offices, experience spaces, and concept zones across India.

Manage physical and digital folders related to real estate maintain records, drafts, and correspondence with brokers.

Identify, develop, and negotiate barter partnership opportunities across India to help build Allwave's concept spaces network.

Draft professional outreach to brokers, landlords, and potential barter partners.

7. OEM Outreach & Product Intelligence

Draft introductory and follow-up communications to new and prospective OEM partners on behalf of leadership.

Conduct fact-finding research on new products, market trends, and competitive offerings.

Support with basic billing tasks and documentation as required.

8. CSR, Events & PR

Assist in the planning and execution of CSR activities and events managing scheduling, logistics, and vendor coordination.

Support PR efforts for CSR events including drafting communications, write-ups, and outreach materials.

If Allwave hosts or participates in experience space events, coordinate attendee management and on-ground support.

9. Social Media Management

Manage and curate content for leadership's professional social media handles (LinkedIn, etc.).

Assist with general marketing activities supporting the creation of mailers, announcements, and promotional content in coordination with any design or marketing resources.

Draft posts, coordinate with any design resources, and maintain a consistent and professional online presence.

10. Research & AI-Assisted Tasks

Conduct targeted research on markets, companies, databases, and industry topics as required.

Utilise AI tools to support research, summarisation, and content generation tasks training and tools will be provided.

Represent Allwave with professionalism at trade shows, client meetings, and partner events when required.

What We're Looking For

Minimum 2 years of experience in a general administrative, assistant, or executive support role prior EA experience is a plus but not mandatory.

Excellent written and spoken English you will be the voice of leadership in many communications.

Polite, personable, and professional demeanour in all interactions, internal and external.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and MS Teams.

Familiarity with or ability to quickly learn Zoho CRM, JIRA, and other business tools.

Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously.

Comfortable with numbers basic financial calculations, incentive tracking, and spend analysis.

Proactive, self-driven, and resourceful you don't wait to be told twice.

Discretion and trustworthiness when handling confidential business and personal information.

Prior experience in AV, IT, or technology sectors is a plus but not mandatory.

Why Join Allwave?

Allwave is a company that has earned its position as India's number one AV integrator through ambition, quality, and deep relationships. Joining Allwave means being part of a team that operates at the intersection of technology, design, and business. This EA role offers rare exposure to leadership decision-making across sales, finance, operations, real estate, and international business all within one dynamic position. If you are looking for a role where no two days are the same and where your contribution truly matters, we'd love to hear from you.

How to Apply

Please send your CV and a short cover note to:

hr@allwaveav.com, cc projects@allwaveav.com

Subject Line: Application Executive Assistant | Mumbai

• We look forward to meeting our next key team member.