Office Manager

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.