Office Manager

We are looking for a versatile and experienced office manager who will oversee the daily operations of our office to ensure a smooth, efficient, and positive work environment. 

The role includes administrative, financial, human resources, and facilities management tasks. You will be responsible for coordinating all office activities and procedures to achieve organizational effectiveness, efficiency, and safety. You will act as the primary point of contact for internal and external stakeholders and is responsible for creating and maintaining a productive and pleasant work environment.

Your Responsibilities

- Administrative and operational: 

Oversee and coordinate all office administrative procedures, implementing new systems and protocols as needed. 

Manage office supplies and equipment, including inventory management, ordering, and liaising with vendors. 

Handle correspondence, including managing emails, phone calls, and mail. 

Maintain organized digital and paper filing systems and ensure confidentiality of all company records. 

Coordinate meetings and appointments, including scheduling and preparing agendas. 

Manage and coordinate employee travel arrangements. 

Ensure the office environment complies with all health and safety regulations.

Support the management in operational activities as required.

- Financial and budgetary 

Oversee the office budget, track expenses, and manage payroll and invoicing in collaboration with the finance department. 

Prepare and process expense reports for employees and management. 

Maintain accurate financial records and prepare reports for senior management. 

- Human resources: 

Assist with the recruitment and onboarding of new employees by preparing induction programs and ensuring new hires have necessary resources. 

Serve as the main point of contact for employee queries regarding office procedures, policies, and benefits. 

Help organize company events and team-building activities to foster a positive workplace culture. 

Assist in maintaining up-to-date personnel records. 

Support the execution of HR agenda with regard to performance management and organizational development.

- Facilities management 

Manage office maintenance, including coordinating repairs and liaising with contractors and building management. Oversee the office layout and plan for necessary changes or moves. Manage office security procedures and systems.

Required skills and qualifications

- Experience and education 

Proven experience as an office manager, administrative manager, or executive assistant. 

A bachelor's degree in business administration, management, or a related field is often preferred, but not always required. 

Relevant experience is  prioritized. 

Proficiency with Microsoft Office Suite, Google Workspace, and other office management software. 

- Key competencies 

Exceptional organizational and time-management skills to handle multiple responsibilities and prioritize tasks effectively. 

Strong communication skills, both written and verbal, for interacting with staff, management, clients, and vendors. 

Leadership and problem-solving abilities to manage administrative staff, resolve issues, and make informed decisions calmly and effectively. 

Adaptability and flexibility to navigate unexpected challenges and changes in a fast-paced environment. 

Attention to detail for ensuring accuracy in reports, records, and financial documents. 

Interpersonal skills to build and maintain positive relationships with all levels of staff. 

Financial acumen for managing budgets and controlling expenses. 

Discretion and reliability to handle confidential company information.