Office Manager

Job Summary:

The Office Manager will be responsible for ensuring the smooth operation of the office and supporting the management and staff with administrative and operational tasks. This role includes managing office supplies, vendor management, maintaining a pleasant and efficient work environment.

Key Responsibilities:

Office Administration:

• Oversee day-to-day office operations and ensure that all office activities run smoothly.
• Manage office equipment, office supplies and place orders when necessary.
• Handle office maintenance, repairs, and liaise with vendors as needed.
• Ensure the office environment is clean, organized, and conducive to productivity.
• Coordinate business travel arrangements & staff relocation including flights, accommodation, and transportation.
• Manage office & inventory management.
• Assist in onboarding new employees and ensuring their workspace, locker and access tag is ready.
• Support employee engagement activities, such as team-building events.
  
  
  

Vendor and Supplier Relations:

• Source and manage relationships with office suppliers and service providers (e.g., cleaning services, IT support).
• Negotiate contracts with vendors to ensure cost-effective services.
• Act as the point of contact between staff, management, and external partners.
• Handle incoming calls, emails, and correspondence in a professional manner.
  
  
  

Budget & Finance Management:

• Manage office budgets expense reports, and supplier payments.
• Track and record invoices and coordinate with the finance department for timely payments.
  
  
  

Compliance & Safety:

• Maintain security protocols and manage office access
• Ensure compliance with company policies, local regulations, and health and safety requirements.
• Maintain and update office insurance, business licenses, and other regulatory requirements.
  
  
  

Qualifications:

• Bachelors degree in Business Administration or related field (preferred but not mandatory).
• Proven experience as an Office Manager or Administrative Assistant.
• Strong knowledge of office procedures and systems (e.g., filing systems, office software).
• Excellent communication and organizational skills which able to manage diversity work environment.
• Ability to manage multiple priorities and work under pressure.
  
  
  

Key Skills:

• Organization: Ability to multitask and prioritize tasks effectively.
• Communication: Strong written and verbal communication skills.
• Time Management: Ability to meet deadlines and manage time efficiently.
• Problem-Solving: Ability to resolve office-related issues proactively.
• Tech-Savvy: Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office management tools.