Office Manager

General Description of Role and Responsibilities:

Executive Support Role:

• Executive Assistant to the Regional President and other Senior Vice Presidents.
• Welcome all visitors and VIP guests to the most professional standards of conduct. Makes and serves coffee or other refreshments when an office assistant or receptionist are not available.
• Coordinating appointments, meetings and managing executives calendars and schedules.
• Coordinating domestic and international travel, including flight, hotel, and transportation.
• Producing reports, composing correspondence, creating presentations and other management-level reports.
• Liaising with members of the Senior Management team to set priorities and provide administrative support services to meet office and project demands.
• Ensure that proper approval requests management is met. This includes but is not limited to purchase requisitions, office lease, project and vendor contracts and other documents requiring Senior Management approvals.

Administrative Role:

The main goal of an Office Manager is to ensure that the office operates smoothly and efficiently. Office managers duties and responsibilities usually include developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.

• Act as frontliner/gatekeeper/supervisor for the team with regards to daily operations, attendance, and immediate concerns.
• Purchasing office supplies and equipment and maintaining proper stock levels.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Manage office budget, ensure accurate and timely reporting.
• Prepares projects invoices.
• Assist in the onboarding process for new hires. Coordinate with IT department on all office equipment.
• Vehicles Custodian
• Maintain vehicle leases by ensuring proper renewal/termination of contracts and ensuring vehicle invoices are paid in a timely manner.
• Ensure that the drivers maintain the cleanliness of the vehicles.
• Ensure that traffic fines/violations/ accidents are paid/deducted accordingly.
• Facilities Management.
• Liaise with building administrator in terms of office repairs/maintenance, security services, parking access, etc.
• Ensuring the orderliness and cleanliness of the offices.
• Check the fire extinguishers/ and renew them before expiration.
• Petty Cash Custodian
• Implement the Petty Cash Usage Policy / Guidelines to ensure proper disbursement/replenishment of office petty cash.
• Staff Supervision
• Supervising, mentoring, training, and coaching admin office staff to ensure maximum productivity.
• Delegating work, performing workload planning so that adequate administrative support is provided to the Management Team.
• Adhering to approved procedures and ensuring that all office-based employees meet those requirements.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.
• Performing other responsibilities associated with this position as required.

Qualifications, Experience, Knowledge and Skills:

• 10 years of related work experience, preferably managing a multicultural office, including 3 - 5 years of prior Office Management experience in a lead capacity.
• Capable of effectively communicating in English, both verbally and in writing, with all levels of program, operational, executive, and Client management.
• Must have excellent communication, interpersonal and organizational skills.
• Must have strong leadership skills and be able to motivate team members.
• Able to set priorities and meet critical time deadlines.
• Strong technical skills.
• Excellent analytical and problem-solving skills.
• Responsive to changing demands.
• Forward-thinking.
• The flexibility of methods and approach to ensure delivery.
• Strong initiative.
• Ability to work under pressure.

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