Duties will involve greeting visitors, liaising with internal and external resources that support office operation, purchasing office supplies and taking proper inventory, and supervising our office staff to ensure maximum productivity.
To be a successful hire, you will need to have prior experience in office business administration. You will also need to be proficient in Microsoft Office/ Google Administration. Ultimately, the Office Manager should be able to ensure the office's smooth running and help improve company procedures and day-to-day operations.
Overseeing general office operation (Make sure that everything is in place and ready to use on daily basis)
Provide general support to visitors
Serve as the point person for office manager duties including:
Office Maintenance
Mailing/ correspondence/ Office Calendars & events
Supplies & Equipment Management
Bills, Petty Cash
Office Maintenance
Organize the office layout and order stationery and equipment
Maintain the office condition and arrange necessary repairs
Partner with HR to update and maintain office policies as necessary
Organize office operations and procedures
Liaise with facilities management to ensure office are ready to used (Villa Management/ Owners)
Mailing, Correspondence, Office Calendars & Events
Coordinating appointments and meetings and managing staff calendars and schedules.
Plan in-house or off-site activities, like parties, celebrations and conferences
Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
Supplies & Management
Purchasing office supplies and equipment and maintaining proper stock levels.
Address employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
Organize and liaise with the catering company to provide daily meals.
Administration
Producing reports, composing correspondence, and drafting new contracts for vendors/ stakeholder.
Creating presentations and other management-level reports.
Assist Onboarding - Coordinating domestic and international travel, including flight, hotel, and car rental reservations.
Assist HR in compliance in local government
Finance
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Manage office G&A budget, ensure accurate and timely reporting
Assist Finance in monthly inventory assets.
Requirements (Education, Work Experience, Skills, Profile)
Education
A bachelor degree or equivalent in Business Management/ Administration/ secretary will be a plus.
Work Experience
2 years of experience in relevant position
Proven experience as an Office Manager, General Affair, Human Resources or Administrative Assistant
Skills
Fluent in English, excellent written and verbal communication skills
Excellent time management skills and ability to prioritize work
Attention to detail and problem solving skills
Strong organizational and planning skills in a fast-paced environment
Proficiency in Office Administration tools (Goold Administration, MS Office)
Hands on experience with office machines (ex: Printers)
Proficiency in correspondence (e-mail, letter)
Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Interesting Profile
friendly, warming and positive attitude
Ability to remain calm in emergency situation
Ability to handle confidential information like a pro
A creative mind with an ability to suggest improvements
A leader with plenty of patience to deal with all aspects of the jobs.
Who does an Office Manager work with?
HR Team, Security Team, Finance Team.
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