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Job Description
We are looking for an experienced Office Manager to join our team of high-performing professionals. The Office Manager will support the CEO and Technical Support Department, while also overseeing day-to-day administrative tasks, maintaining office efficiency, and supporting the team’s operational needs. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks.
Key Responsibilities:
- Administrative Support
- Answer and direct phone calls, welcome visitors, and manage the reception area.
- Prepare and manage correspondence, reports, letter and documents as required by other departments.
- Schedule meetings, take minutes, and distribute them to attendees.
- Maintain and update company databases, records, and filing systems.
- Oversee mail distribution, faxes, and couriers.
- Order business cards, catalogs, posters, company stationery, envelopes, and required notebooks, and reviewing and monitoring the printing process until delivery.
- Office Operations
- Ensure the office is organized, clean, and stocked with necessary supplies.
- Coordinate repairs, maintenance, and office upgrades.
- Negotiate with vendors and manage office supply orders, equipment, and other resources.
- Implement and maintain office policies and procedures.
- Ensure minimum stock of paper and ink and order them as needed.
- Team Support
- Provide assistance to senior management, including calendar management and travel arrangements.
- Handle all employees travel arrangements.
- Facilitate internal communication within the teams and between departments.
- Assist with on-boarding new employees by preparing workstations and orientation schedules.
- Assist in data entry and review within the company’s system if required by other departments.
- Organize employee engagement events, meetings, and corporate gatherings.
- Route incoming resumes to the Human Resources Manager.
- Schedule interviews with prospective job candidates.
- Assist the Human Resources Manager with certain HR tasks and administrative duties as requested.
- Act as the liaison with shipping companies.
- Assist the CFO with specific tasks and administrative functions upon request.
- Handle any other personal requests from the company’s CEO.
- Technical Support Dept. Support:
- Receiving maintenance and malfunction reports from the client or within the company (coordination and communication with the client occur if the report is not from the client).
- Recording the report in the system and creating a maintenance ticket.
- Ensuring the client is registered in the system.
- Verifying the warranty period of the device through the device's Serial Number or the sales invoice related to the report.
- Preparing price quotes for the spare parts to be replaced and presenting them to the Technical Support Manager for review and final approval.
- Following up on some maintenance tickets until completion and resolution of the problem.
- Performing administrative tasks related to the Technical Support Department, such as visit reports, price quotes, installation reports, and warranty certificates.
- Following up on invoices with the engineers and ensuring their delivery to the client.
- Recording installation and training tickets in the system and issuing the ticket.
Job Requirements
Qualifications and Requirements:
- Education: Bachelor’s degree in Business Administration or a related field preferred.
- Experience: Proven experience as an office manager or similar administrative role.
- Skills:
- Strong organizational and time-management abilities.
- Excellent written and verbal communication skills.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
- V. Good Knowledge of the English language.
- Problem-solving mindset and ability to multitask effectively.