Office Manager

Office Managers make sure that the office runs smoothly

which includes:

• Keeping supplies in stock, Making sure administrative and office staff are doing their job,
• Filing and proper document management working with vendors,
• Travel arrangements,
• Hosting visitors,
• Planning events,
• Making sure the facilities are clean, orderly, and safe,
• Assisting the Chairman and VPs with delegated tasks and time management requests.

Duties, Tasks & Responsibilities:

• Use a range of office software, including email, spreadsheets and databases;
• Manage filing systems
• Develop and implementing new administrative systems, such as record management; recording office expenditure and managing the budget for stationary and housekeeping needs
• Manage mobile phone lines and ensuring the optimum packages
• Organize the office layout and maintain supplies of stationery and equipment
• Maintain the condition of the office and arranging for necessary repairs
• Organize and draft the minutes of meetings with staff & Management
• Liaise the recruitment of new staff with HR, sometimes including training and induction where requested.
• Represent the Board where needed
• Implement and promote equality and diversity policy
• Write reports for senior management and deliver presentations
• Liaise with customer service teams in responding to customer inquiries and complaints where needed ;
• Arrange regular testing for electrical equipment and safety devices
• Assist in marketing activities, through giveaways, website and social media management and events planning
• Arrange for travel plans and bookings for the Board and visitors
• Assist the Chairman and VPs with their tasks and delegation requests, follow ups and bookings, meetings and appointments
• Keep track and manage contracts and agreement logs and filings (reminders to when a contract needs renewing etc.).
• Take charge and responsibility for projects involving management and/logistics such as moving premises and/or relocation etc.