Job Summary: The Office Manager is responsible for ensuring the smooth operation of the office environment. This role involves managing administrative tasks, overseeing office supplies, coordinating with vendors, and supporting staff to maintain a productive workplace. The Office Manager plays a key role in maintaining a positive office culture, ensuring that both employees and visitors have a welcoming and well-organized environment.

Key Responsibilities:

1. Office Administration:
   • Oversee daily office operations, including maintaining a clean and organized workspace.
   • Manage office supplies inventory, ensuring that supplies are ordered and restocked as needed.
   • Handle incoming and outgoing correspondence, including mail, emails, and phone calls.
   • Prepare and process documents, reports, and presentations as needed.
2. Facility Management:
   • Coordinate with building management and maintenance teams to ensure the office is properly maintained.
   • Manage relationships with vendors and service providers, including cleaning services, security, and IT support.
   • Ensure all office equipment is functioning properly, arranging for repairs or replacements when necessary.
3. Financial Management:
   • Manage office-related budgets, including tracking expenses and processing invoices.
   • Assist with payroll processing and employee expense reports.
   • Prepare financial reports related to office management expenses.
4. HR Support:
   • Assist with onboarding new employees, including setting up workstations, providing office orientation, and ensuring access to necessary tools and systems.
   • Maintain employee records, including attendance and time-off tracking.
   • Coordinate office events, meetings, and team-building activities.
5. Communication and Coordination:
   • Serve as the point of contact between office staff, management, and external clients or visitors.
   • Schedule and coordinate meetings, appointments, and travel arrangements for executives and staff.
   • Assist with internal communications, ensuring that important information is disseminated effectively across the organization.
6. Health and Safety Compliance:
   • Ensure the office complies with health and safety regulations.
   • Conduct regular safety checks and manage emergency procedures, including fire drills and first aid supplies.
   • Implement and oversee COVID-19 or other health-related protocols if applicable.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Experience: 3-5 years of experience in office management, administration, or a related field.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Familiarity with office management software and tools.
  • Ability to work independently and take initiative.
  • Attention to detail and problem-solving skills.

Work Environment:

• Office-based role, typically 9-to-5, with occasional requirements for after-hours work.
• Collaborative and team-oriented environment.