Office Manager

Position Summary:

• Responsible for the day to day operations of the company.
• Responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative policies of the administrative unit.
• Responsible for the facility management, safety and security, Office cleanliness, maintenance of office equipment, maximize of space as required.
• Responsible to source and finalize all non-trade supplies for the office and logistics.  
• Handling employee official travels plans and arranging accommodation and visas (transit/visitor high service levels at all times and assists the company in achieving its objectives and targets.

Responsibilities, Supporting Actions & End-Results

• Major Responsibility: Staff Management

Supporting Actions: 

• Supervision of Office Boys: Includes recruiting, scheduling, training and work review.
• Prepare weekly/daily/monthly jobs to carry out by the office boys.
• Liaison with the reception and overview their performance and supervise and support in such as customers inquiries or complaints.
• Provide back-up to other staff on leave sickness
• Provide adequate resources to the staff to carry out their duties and ensure smooth operations at all times.
• Forecast future manpower, space, systems and equipment requirements, and plan accordingly.
• Attend to staff complaints and issues and handle the same as deemed fit or escalate to the HR department through the disciplinary procedure
• Train staff on all service levels and procedures and constantly monitor these service levels for improvement.

Travel and Visa

Supporting Actions:

• Handling official travels plans and arranging accommodation and visas (transit/visitor) for guests/staff.
• Arrange delegate packages for training and seminar in various hotels according the requirements or in the offices.
• Make sure that the Visa process is carried out efficiently, cost effective to company
• Updating travel report file daily basis.
• Make sure the ticket and hotel are the most cost effective ones

Facility Management

Supporting Actions:

• Purchase and maintain adequate supplies of all office stationery within the budget provided.
• Maintenance of Office Equipment: operate and clean regularly
• Maintenance needs for all office equipment (i.e., copier, machine, coffee machines, etc.).
• Meet with contractors and interior designs for any future expansion plans, arranging office furniture and set up.
• Cleanliness of the building maintained to high standards
• Responsible for all aspects of the security of the building
• Maximize office space and ensure professional and healthy environment for all staff
• Administer car parking space policy

Employee Engagement

Supporting Actions:     

• Helping HR for conducting Team Building Activities in the most economical manner

Decision-Making Authority Level

Decisions free to make:

• Finalizing the ticket and hotel
• Finalizing the product, supplier etc. for all non-trade purchases