Office Manager

Office Manager Job Description

Summary: The Office Manager is responsible for the overall organization, maintenance, and administrative support of the office environment. This role ensures office operations run smoothly and efficiently, creating a productive and pleasant work setting for all employees.

Reporting To: Head of Operations, HR Manager, or CEO/Executive Director

Key Responsibilities

1. Office Administration & Management

• Daily Operations: Oversee and manage all general administrative activities, ensuring efficient and effective office function.
• Correspondence: Manage incoming/outgoing mail, courier services, and act as the primary point of contact for external communication.
• Record Keeping: Maintain organized filing systems (physical and digital) for administrative records, vendor contracts, and compliance documentation.
• Budget Support: Manage the office supply budget, track expenditures, and process invoices and expense reports related to office operations.

2. Facilities & Maintenance

• Maintenance Coordination: Schedule and supervise office repairs, maintenance, and cleaning services, ensuring a safe and clean working environment.
• Equipment: Manage all office equipment (printers, copiers, phone systems), ensuring they are functional, maintained, and stocked with necessary supplies.
• Space Management: Oversee the organization of common areas, meeting rooms, and kitchen facilities.
• Security & Access: Manage office security systems, issue access badges, and handle key management.

3. Supply & Inventory Management

• Procurement: Monitor and maintain inventory of office supplies, kitchen stock, and equipment, placing orders as needed while seeking cost-effective vendors.
• Asset Tracking: Maintain an accurate inventory list of company property, furniture, and IT peripherals.

4. HR & Staff Support

• Onboarding/Offboarding Logistics: Coordinate logistical needs for new hires (setting up workstations, ordering equipment, managing desk assignment) and handle offboarding logistics for departing staff.
• Travel Coordination: Arrange and book domestic and international travel, accommodation, and ground transportation for staff as required.
• Event Planning: Organize and coordinate internal and external company events, meetings, catering, and staff social activities.

5. Vendor & Guest Relations

• Front-of-House: Serve as the professional and welcoming first point of contact for all visitors, clients, and guests.
• Vendor Liaison: Manage and maintain relationships with building management, cleaning services, catering companies, and other office vendors.

Required Qualifications & Skills

Qualifications:

• High School Diploma required; Associate's or Bachelor's Degree in Business, Administration, or a related field is highly preferred.
• Minimum of 3+ years of experience in an office management, administrative assistant, or equivalent role.

Core Skills

• Organizational Mastery: Exceptional planning, time management, and organizational skills with meticulous attention to detail.
• Communication: Excellent verbal and written communication skills with a professional demeanor.
• Problem-Solving: Proactive and resourceful approach to quickly resolving office issues.
• Technical Proficiency: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with office management software or scheduling tools.
• Discretion: Proven ability to handle sensitive information and maintain strict confidentiality.

Must be able to join immediately**

Interested candidates can share their CV to info@vgaholdings.com or can message on WhatsApp +973 66621566 (No calls)

Job Type: Full-time

Pay: BD300.000 - BD800.000 per month

Ability to commute/relocate:

• Manama: Reliably commute or planning to relocate before starting work (Required)