Admin and Office Manager

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Company Description

AIG, established in 1998, is a value-added reseller and business consultant dedicated to bridging local market needs with cutting-edge technology solutions. We provide specialized products and customized services across various sectors, including oil and gas, petrochemicals, power generation, industrial, aviation, and ICT. With over two decades of experience, AIG has built a reputation as a reliable sales consultant, authorized distributor, and service provider for both multinational corporations and local businesses. AIG is known for representing reputable international trademarks and delivering excellent customer-centric solutions to the Egyptian market.

Job Summary

We are seeking a proactive and experienced Office and Admin Manager to lead and oversee all aspects of office operations, administration, housekeeping, and support services. This role is critical to maintaining a productive, well-organized, and professional work environment while supporting cross-functional teams including Sales, Presales, and Technical Operations.

Key Responsibilities

General Administrative Support

• Help improve office procedures and ensure smooth daily operations
• Coordinate with different departments to support their administrative needs
• Keep records organized and up to date
• Assist with planning internal meetings, events, and staff activities
• Monitor office expenses and support basic budgeting tasks
• Prepare simple reports or summaries for management when needed

Document Control & Filing

• Oversee filing systems (physical and digital) for Admin, Presales, and Sales documentation
• Implement document control protocols to ensure compliance and accessibility
• Train staff on proper document handling and archiving procedures

Office Operations & Logistics

• Prepare and track cash requests; coordinate with Finance on payment schedules
• Liaise with banks for Letters of Guarantee (LGs) and official documentation
• Manage fax and courier communications, ensuring proper documentation and tracking
• Maintain and audit office asset logs (printers, kitchen equipment, ACs, etc.)
• Oversee procurement of office supplies and vendor management

Staff & Vendor Management

• Supervise administrative and support staff, including runners and drivers
• Assign tasks, monitor performance, and provide coaching and feedback
• Manage vendor relationships for office services, printing, courier, and maintenance
• Negotiate contracts and service agreements with external providers
• Develop and implement office policies, SOPs, and process improvements
• Lead budgeting and cost control for administrative operations
• Support internal audits and ensure compliance with company standards
• Collaborate with department heads to align administrative support with business needs
• Plan and execute internal events, workshops, and staff engagement activities
• Prepare reports and dashboards for senior management on administrative KPIs

Facilities & Office Environment Management

• Supervise cleaning personnel and oversee inventory of supplies
• Conduct regular inspections to ensure hygiene standards and readiness of meeting rooms, reception areas, and pantry spaces
• Ensure all shared spaces are maintained to a professional standard for staff and visitors
• Monitor the condition and functionality of office equipment including air conditioners, printers, lighting, and plumbing systems
• Coordinate with external service providers for routine maintenance, urgent repairs, and facility inspections

Additional Managerial Tasks

• Oversee onboarding logistics for new hires (workspace setup, access, orientation materials)
• Manage office space planning and seating arrangements
• Ensure health & safety compliance across office facilities
• Lead initiatives to improve employee experience and workplace efficiency
• Coordinate cross-departmental requests and ensure timely resolution of operational issues

✅ Qualifications & Skills

• Bachelor’s degree in business administration, Management, or related field
• 4+ years of experience in office administration, with at least 2 years in a managerial role
• Strong leadership, organizational, and problem-solving skills
• Excellent communication and interpersonal abilities
• Proficiency in Microsoft Office Suite and office management software
• Experience managing vendors, budgets, and cross-functional teams

What We Offer

• A leadership role in a collaborative and professional environment
• Opportunities for career advancement and cross-functional exposure
• Competitive salary and benefits package

A chance to shape and improve administrative operations across the organization