Office Manager

Roles and responsibilities

Organize office layout and order stationery and equipment
Schedule meetings and appointments
Maintain the office condition and arrange for necessary repairs
Partner with HR to update and maintain office policies as necessary
Organize office operations and procedures
Ensure that all items are invoiced and paid on time
Manage contracts and price negotiations with office vendors, service providers and office lease
Manage office G&A budget, ensure accurate and timely reporting
Provide general support to visitors
Assist in the onboarding process for new hires
Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
Liaise with facility management vendors, including cleaning, catering and security services
Plan in-house or off-site activities, like parties, celebrations and conferences
Handle public relations and all related activities
Get involved in sales analysis and prepare periodic reports on company performance
Office Administration
Daily Operations: Oversee the daily operations of the office to ensure a smooth workflow.
Supplies Management: Manage inventory of office supplies, order new supplies as needed, and maintain vendor relationships.
Team Coordination
Staff Supervision: Supervise administrative staff and coordinate tasks to ensure efficient office functioning.
Onboarding: Assist with the onboarding process for new employees, including orientation and training.
Communication
Point of Contact: Serve as the primary point of contact for internal and external communications, addressing inquiries promptly.
Meeting Coordination: Schedule and organize meetings, including preparation of agendas and minutes.
Financial Administration
Budget Management: Assist in preparing and managing the office budget, tracking expenses, and generating financial reports.
Invoice Processing: Oversee the processing of invoices and manage accounts payable and receivable.

Desired candidate profile

Minimum of 2 years of experience in office or operations management
Strong organizational and multitasking skills
Excellent communication and interpersonal abilities
Ability to work independently and take initiative
Flexibility and adaptability in a dynamic work environment
Proficiency in office management software and tools
A growth-oriented mindset and willingness to learn
Fluency in English is a MUST
Special Projects: Manage and coordinate special projects as directed by senior management, ensuring deadlines and objectives are met.
Process Improvement: Identify opportunities for operational efficiencies and implement improvements in office procedures.
Record Keeping
Documentation: Maintain organized records and filing systems for important documents, including contracts and employee files.
Compliance: Ensure that office practices comply with relevant laws and regulations.
Additional Responsibilities
Event Coordination: Organize company events, meetings, and team-building activities.
IT Liaison: Act as a liaison with IT support for technology-related issues and equipment maintenance.
Key Skills and Qualifications
Organizational Skills: Strong ability to manage multiple tasks and prioritize effectively.
Communication Skills: Excellent verbal and written communication abilities.
Technical Proficiency: Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and office equipment.
Problem-Solving: Strong critical thinking and problem-solving skills.