Office Manager

We are seeking a highly organized and proactive Office Manager to oversee and coordinate all administrative and some human resources functions within our organization. The ideal candidate will handle office support, clerical duties, scheduling and calendar management, data entry, internal and external communications, office supplies management, coordination of deliveries and event schedules, and provide support to management. Additional responsibilities include staff supervision, basic budgeting, compliance oversight, online portal system management, IT system management, project management, HR first screening, documentation of HR policies, and attendance management.

Key Responsibilities:

Office Support and Clerical Duties:

• Oversee daily office operations to ensure efficiency and productivity.
• Perform general clerical duties, including filing, photocopying, scanning, and data entry.
• Manage office supplies inventory and place orders as needed.

Scheduling and Calendar Management:

• Coordinate and maintain schedules and calendars for executives and staff.
• Organize meetings, appointments, and events, ensuring all logistics are handled.

Data Entry and Record Keeping:

• Maintain accurate and up-to-date records and databases.
• Ensure data integrity and confidentiality.

Communication:

• Facilitate effective internal and external communications within the team.
• Act as a liaison between departments and external partners.

Coordination of Deliveries and Event Schedules:

• Coordinate delivery schedules to ensure timely receipt and dispatch of goods.
• Plan and organize company events, meetings, and conferences.

Support to Management:

• Provide administrative support to senior management.
• Prepare meeting agendas, take minutes, and distribute them promptly.
• Remind management of important tasks and deadlines.

Staff Supervision:

• Supervise and support administrative staff, providing guidance and training.
• Monitor staff performance and conduct regular evaluations.

Basic Budgeting and Compliance:

• Assist in budget preparation and expense tracking.
• Ensure compliance with company policies and regulatory requirements.

Online Portal and IT System Management:

• Manage and maintain online portal systems for efficiency and security.
• Oversee basic IT system management and coordinate with IT support for technical issues.

Project Management:

• Lead and coordinate administrative projects from inception to completion.
• Monitor project timelines, deliverables, and resource allocation.

Human Resources Support:

• Conduct initial screening of job applicants and coordinate interviews.
• Document and maintain HR policies and procedures.
• Manage employee attendance records and monitor timekeeping systems.

Qualifications:

• Bachelor's degree in Business Administration, Human Resources, Management, or a related field.
• Minimum of 5 years of experience in office management or a similar role, with exposure to HR functions.

Skills and Competencies:

Administrative Skills:

• Strong understanding of office management procedures and systems.
• Excellent organizational and multitasking abilities.

Human Resources Skills:

• Basic knowledge of HR practices and employment laws.
• Experience with recruitment processes and candidate screening.
• Proficiency in documenting HR policies and managing attendance systems.

Technical Skills:

• Proficiency in Microsoft Office Suite and office management software.
• Familiarity with online portal systems and basic IT troubleshooting.

Communication Skills:

• Exceptional written and verbal communication skills.
• Ability to interact professionally with all levels of staff and external partners.

Leadership and Supervisory Skills:

• Proven experience in staff supervision and team management.
• Ability to lead, motivate, and develop team members.

Budgeting and Analytical Skills:

• Basic knowledge of budgeting and financial reporting.
• Strong analytical and problem-solving capabilities.

Compliance Knowledge:

• Understanding of compliance requirements relevant to the industry.
• Ability to implement and monitor adherence to policies and regulations.

Project Management Skills:

• Experience in planning, executing, and overseeing projects.
• Ability to manage multiple projects simultaneously.

Additional Requirements:

• High level of discretion and confidentiality, especially regarding HR matters.
• Strong attention to detail and accuracy.
• Proactive mindset with the ability to anticipate needs.

What We Offer:

• Competitive salary and comprehensive benefits package.
• A supportive and collaborative work environment.
• Opportunities for professional growth and development.