Office Manager
1 week ago
The Office Manager is responsible for overseeing the daily administrative and operational functions of the office. This crucial role ensures a smooth, efficient, and positive work environment for all employees. The ideal candidate is highly organized, proactive, a strong communicator, and skilled at managing multiple tasks simultaneously. They are the go-to person for all office-related needs and play a vital role in maintaining our company culture.
Key Responsibilities
1. Office Operations & Facilities Management
- Maintain Office Infrastructure: Ensure all office equipment (printers, coffee machines, etc.) is functioning properly and supplies are stocked.
- Vendor Management: Manage relationships, contracts, and invoices with office vendors, service providers, and building management (e.g., cleaning, catering, security, maintenance).
- Space Management: Oversee office layout, seating plans, and coordinate minor repairs and renovations as needed.
- Security & Access: Manage key card access, visitor logs, and ensure compliance with office safety protocols.
- Mail & Logistics: Manage incoming and outgoing mail, shipments, and coordinate courier services.
- Budgeting: Manage the office operating budget, track expenses, and process invoices and expense reports for office-related purchases.
- Record Keeping: Organize and maintain physical and electronic filing systems and company records.
- Executive Support (as needed): Provide occasional administrative support to the leadership team, such as scheduling meetings, booking travel, or preparing presentations.
- Onboarding/Offboarding: Assist with the administrative tasks for new hires and departing employees, including desk setup, IT coordination, and access provisioning/revocation.
- Internal Communications: Serve as the point of contact for internal inquiries, relaying information effectively across teams.
- Event Planning: Coordinate and execute internal company events, celebrations, and team-building activities (e.g., holiday parties, happy hours, weekly lunches).
- Maintain Office Appearance: Ensure the common areas are tidy, welcoming, and present a professional image.
- Stock Control: Monitor, purchase, and organize office supplies, kitchen provisions, and stationary, ensuring cost-effective inventory levels.
- Proven experience (typically 3+ years) in an Office Manager, Administrative Manager, or similar role.
- High school diploma or equivalent; an Associate's or Bachelor's degree is a plus.
- Exceptional organizational and time management skills with a strong attention to detail.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace (Docs, Sheets, Slides).
- Excellent written and verbal communication and interpersonal skills.
- Demonstrated ability to handle confidential information with discretion.
- Proactive, solution-oriented approach to problem-solving.
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