Job Purpose:
The Office Manager is responsible for overseeing the day-to-day operations of the office, ensuring that it runs smoothly and efficiently. This role involves a mix of administrative, managerial, and operational tasks, including supervising staff, managing office resources, and ensuring a productive and professional work environment. The Office Manager acts as the central point of contact for office-related inquiries and plays a key role in enhancing the overall office experience.
Key Responsibilities:
Office Operations & Management:
- Oversee and manage the daily operations of the office, ensuring a well-organized, efficient, and safe work environment.
- Develop, implement, and maintain office policies and procedures to improve operational efficiency.
- Coordinate with IT, HR, and other departments to support office needs, including maintenance, supplies, and equipment management.
- Ensure compliance with health and safety regulations and manage emergency response plans.
Administrative Support:
- Provide administrative support to senior management, including scheduling meetings, managing calendars, and handling correspondence.
- Prepare reports, presentations, and other documents as needed.
- Manage the office budget, including tracking expenses, processing invoices, and ensuring cost-effective operations.
- Oversee the organization of office files, records, and databases, ensuring data is accurate, up-to-date, and easily accessible.
Staff Management:
- Supervise and manage administrative staff, including receptionists, administrative assistants, and clerical staff.
- Conduct performance evaluations, provide feedback, and facilitate professional development for office staff.
- Coordinate staff meetings, events, and training sessions to foster a collaborative and productive work environment.
Communication & Coordination:
- Serve as the main point of contact for office-related inquiries from both internal and external stakeholders.
- Liaise with vendors, service providers, and building management to ensure all office needs are met.
- Organize and coordinate company events, meetings, and team-building activities.
- Handle internal communication, ensuring that all staff are informed of office policies, updates, and events.
Office Supplies & Inventory Management:
- Manage office inventory, including ordering and stocking supplies, equipment, and materials.
- Ensure that all office equipment, such as printers, copiers, and computers, are well-maintained and functional.
- Negotiate and manage contracts with suppliers and service providers to ensure the best value for the company.
Facilities Management:
- Oversee the maintenance and cleanliness of the office space, ensuring a professional and welcoming environment.
- Coordinate office moves, renovations, and other facilities-related projects as needed.
- Manage security protocols, including access control, alarm systems, and emergency procedures.
Project Management:
- Lead or support special projects related to office improvements, employee engagement, or operational efficiency.
- Track project timelines, deliverables, and budgets to ensure successful project completion.
Knowledge and Experience:
- Bachelor's degree in Business Administration, Management, or a related field preferred.
- Minimum of 5-10 years of experience in office management or a similar administrative role.
- Strong organizational and time management skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Ability to manage multiple tasks and projects simultaneously with a high level of attention to detail.
- Leadership skills with the ability to motivate and manage a team.
- Problem-solving skills and the ability to work independently.
